Executive Assistant/Office Manager to Biotechnology Company

JRN: 1801

We are looking for a high-level and collaborative Executive Assistant/Office Manager to support the team of a stealth biotech company with a lab site in Thousand Oaks, CA. The ideal candidate for this role will have previous biotech industry experience, can work in a fast-paced environment and multi-task, and be a proactive, critical thinker. Must be able to provide excellent references and pass an in-depth background check.

Requirements

• Prior Executive Assistant/Office Manager experience within the biotechnology field
• Must be based in the Los Angeles, CA (Thousand Oaks area is highly preferred)
• Advanced technical skills using the entire Microsoft Office suite
• Demonstrate composure, tact, and flexibility, regardless of competing priorities
• Maintain the highest standard of confidentiality
• Detail-oriented self-starter with the ability to anticipate needs and propose/execute solutions
• Be open to learning and feedback; demonstrate a growth mindset (e.g., embrace latest technology, innovate methods for increasing work efficiency).
• Be a self-starter who wants to get involved—really goes that extra mile and knows how to bring structure and implement processes correctly
• Able to work in a fast-paced environment and multi-task; proactive, critical thinker
• A tenacious yet flexible problem-solver with an ability to manage complex tasks and prioritize competing demands to meet deadlines
• Team player able to develop rapport and credibility with team members
• Ability to clearly present project status and outline processes in oral and written formats

Responsibilities

• Extensive calendar management: minimize the number of touchpoints it takes to get something scheduled, get creative in solving for conflicts
• Coordinate logistics for meetings, including travel accommodations and itineraries (will not need to travel with exec)
• Proactively anticipate problems, solve them, and inform
• Logged on during normal business hours (PT), but understanding that one can’t go ‘dark’ after hours
• Interact with internal stakeholders on meeting logistics and prepare materials; distribute presentations, meeting agendas, meeting minutes and materials as needed
• Build relationships with an extensive rolodex of important contacts
• Develop a firm understanding of the industry in order to ensure that the executive is using time appropriately
• Help optimize workplace productivity of the executive by providing support for personal matters as they arise
• Office management such as tracking shipments and other deliverables as needed

Schedule

8AM-5PM, 4 days in office, 1 day remote

Compensation

$90-110K + bonus and comprehensive benefits

Location

Thousand Oaks, CA lab space