Phenomehealth
Executive Assistant and Office Manager
Phenomehealth, Seattle, Washington, us, 98127
Are you passionate about health and making a difference?Phenome Health is a 501(c)(3) non-profit research organization established in 2021 to contribute solutions to major challenges causing a health crisis. Our team, led by internationally recognized visionary scientist Lee Hood, is promoting a radical paradigm change—namely shifting from a reactive system that focuses on treating disease to a proactive system focused on optimizing health. Phenome Health is partnering with research participants to build a disease-agnostic discovery framework. We are leveraging advancements in biotechnologies, digital health, and AI to execute projects that will drive personalized and equitable medicine of the future.Our headquarters are based in Seattle, Washington with team members distributed across the United States.About the role
We are seeking a highly organized and proactive Executive Assistant and Office Manager to provide comprehensive support to our CEO, some administrative support to our COO, and manage the daily operations of our office. The ideal candidate will be a strong multitasker with excellent communication skills and a keen eye for detail. They will have sufficient experience aiding senior-level executives and have proven success at analyzing, prioritizing, and completing tasks while exhibiting professionalism, attention to detail, sound judgment, and the ability to interface successfully with a broad spectrum of professionals. This is a Seattle-based, on-site position with some hybrid remote work possible.What you'll do
Executive SupportOrganize and coordinate the complex calendar of the CEO including both internal and external meetings, media and interview requests, and speaking engagements.Schedule and respond to requests in an efficient, detailed, and professional manner.Arrange domestic and international travel, transportation, and process associated expense reports and reimbursements.Schedule and organize virtual and in-person meetings, and prepare meeting materials, event briefs, and travel itineraries.Serve as a point of contact between executives, and internal/external stakeholders, by vetting inquiries, managing the CEO’s inbox, and handling phone calls, emails, and correspondence.Prepare, edit, and proofread documents, presentations, and correspondence as needed.Liaise with the CEO’s personal finance staff.Manage projects and other tasks as assigned.Office ManagementProvide administrative support to the COO by overseeing day-to-day office operations.Manage facilities by ensuring office environment is clean, well-organized, and any issues are addressed promptly.Receive and sort incoming and outgoing mail.Manage office supplies, inventory, and ensure cost-effective purchasing practices.Own meeting set-up/clean-up as well as hospitality and hosting efforts.Process bill payments and banking activities for Phenome Health, including reviewing and processing expenses of contractors and employees, and interfacing with accounting consultants.Reconcile team expenses and reimbursements.Submit applications/documents for business registrations and licenses.Qualifications
Minimum 3-5 years of high-level executive administrative experience.Bachelor’s Degree or equivalent business-related experience.Strong interpersonal skills.Proven discretion, confidentiality, and maturity.Skills
Must be detail-oriented, with exceptional organizational and time management skills with a particular emphasis on follow-through.Proficient in (or can easily learn) Google Workspace (Drive, Gmail, Docs, Sheets), Microsoft 360 (Word, Excel, Teams), Apple Mail, Zoom, Slack, and Wrike.Confidence in using commercial software platforms and tools without IT support.Ability to problem-solve and prioritize requests from numerous co-workers and outside invitations and know when to escalate questions or issues.Ability to handle confidential information with high degree of discretion.Strong written and verbal communication skills, compose professional emails to external organizations, and edit written materials for grammar and style.Ability to work independently with a high degree of professionalism.Schedule
Monday to FridayIn-person/Remote Hybrid$75,000 to $100,000 depending on skills and experience.Competitive Medical, Vision and Dental Insurance plans for employee and dependents.Basic Life insurance.Health FSA.401K retirement savings plan with employer match.Orca Pass (public transportation) for employees in the Seattle, WA area.Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.We are an equal opportunity employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
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We are seeking a highly organized and proactive Executive Assistant and Office Manager to provide comprehensive support to our CEO, some administrative support to our COO, and manage the daily operations of our office. The ideal candidate will be a strong multitasker with excellent communication skills and a keen eye for detail. They will have sufficient experience aiding senior-level executives and have proven success at analyzing, prioritizing, and completing tasks while exhibiting professionalism, attention to detail, sound judgment, and the ability to interface successfully with a broad spectrum of professionals. This is a Seattle-based, on-site position with some hybrid remote work possible.What you'll do
Executive SupportOrganize and coordinate the complex calendar of the CEO including both internal and external meetings, media and interview requests, and speaking engagements.Schedule and respond to requests in an efficient, detailed, and professional manner.Arrange domestic and international travel, transportation, and process associated expense reports and reimbursements.Schedule and organize virtual and in-person meetings, and prepare meeting materials, event briefs, and travel itineraries.Serve as a point of contact between executives, and internal/external stakeholders, by vetting inquiries, managing the CEO’s inbox, and handling phone calls, emails, and correspondence.Prepare, edit, and proofread documents, presentations, and correspondence as needed.Liaise with the CEO’s personal finance staff.Manage projects and other tasks as assigned.Office ManagementProvide administrative support to the COO by overseeing day-to-day office operations.Manage facilities by ensuring office environment is clean, well-organized, and any issues are addressed promptly.Receive and sort incoming and outgoing mail.Manage office supplies, inventory, and ensure cost-effective purchasing practices.Own meeting set-up/clean-up as well as hospitality and hosting efforts.Process bill payments and banking activities for Phenome Health, including reviewing and processing expenses of contractors and employees, and interfacing with accounting consultants.Reconcile team expenses and reimbursements.Submit applications/documents for business registrations and licenses.Qualifications
Minimum 3-5 years of high-level executive administrative experience.Bachelor’s Degree or equivalent business-related experience.Strong interpersonal skills.Proven discretion, confidentiality, and maturity.Skills
Must be detail-oriented, with exceptional organizational and time management skills with a particular emphasis on follow-through.Proficient in (or can easily learn) Google Workspace (Drive, Gmail, Docs, Sheets), Microsoft 360 (Word, Excel, Teams), Apple Mail, Zoom, Slack, and Wrike.Confidence in using commercial software platforms and tools without IT support.Ability to problem-solve and prioritize requests from numerous co-workers and outside invitations and know when to escalate questions or issues.Ability to handle confidential information with high degree of discretion.Strong written and verbal communication skills, compose professional emails to external organizations, and edit written materials for grammar and style.Ability to work independently with a high degree of professionalism.Schedule
Monday to FridayIn-person/Remote Hybrid$75,000 to $100,000 depending on skills and experience.Competitive Medical, Vision and Dental Insurance plans for employee and dependents.Basic Life insurance.Health FSA.401K retirement savings plan with employer match.Orca Pass (public transportation) for employees in the Seattle, WA area.Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.We are an equal opportunity employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
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