Executive Assistant to CEO at Super Cool Biotech Startup

We are looking to hire an awesome assistant for the equally awesome founder of a super cool biotech startup. If you want to get involved at the ground level of something that’s setting out to make a huge difference on people’s lives, this job might be for you.

The company has an incredible office on a whole floor of an old industrial building with tons of character. There’s an airy open floor plan, exposed ceilings, huge windows, and long walls adorned with artwork. You’ll love where you’re working and more importantly, you’ll love who you’re working with –– the space is filled with a team of people who are passionate about how the advancement of science can impact health. Not only are they bright and brilliant, they’re also happy, humble, and hardworking. 

The culture here is highly mission-driven and value-oriented, meaning everyone cares deeply about transforming the current state of medicine and they’re willing to do what it takes to meet their goals. They often eat lunch together in the garden across the street, where they have deep conversations and lively debates. We want someone who is thrilled by the prospect of participating in and contributing to these discussions!

We need an Executive Assistant who cares about what they do and how they do it and when they do it, so a sense of urgency is key. And while you’ll always be given the support you need, to truly succeed in this role, you will need to step up as a leader. 

In this role, you will also play a highly visible role through cultivating a productive and rewarding office environment. Beyond supporting the CEO in day to day operations, your overarching goal will be to partner with him in helping the company feel supported as a team. You will be the eyes and ears of the organization, keeping a pulse on the people and playing a pivotal part in defining and driving the culture. This will include everything and anything you think will make our company a better place (the best place!) to work. 

You are energetic and enthusiastic, with an innate ability to get along with everybody. You have the chops to own a complicated task from start to finish. You should enjoy working independently, and figuring out how to get things done, even if you’ve never done them before. You’ve never met a problem you couldn’t solve –– resourceful might as well be your middle name. 

This is an opportunity where you’ll have a multitude of chances to make a meaningful contribution, both at work and in the world as a whole. So if you’re looking for the immense personal fulfillment that comes from a front-row seat in being the change you wish to see, this could be the perfect position.

RESPONSIBILITIES:

  • Anticipating the needs of the CEO and constantly/consistently staying two (or ten!) steps ahead.
  • Managing an active inbox, including drafting correspondence, prioritizing what needs to be accomplished, and streamlining task management. 
  • Coordinating a sometimes chaotic calendar (across multiple time zones) including meetings, interviews, appointments, and other scheduling needs.
  • Supporting the CEO in important client-facing and/or investor-facing meetings.
  • Serving as a sounding board to the CEO in decision-making on key business matters.
  • Building and maintaining great relationships with people at all levels.
  • Assisting with finances, such payments, bills, credit card receipts, expense reports, etc.
  • Taking care of making and booking travel arrangements, including hotels, flights, more.
  • Overseeing day to day office operations, managing inventory of supplies, keeping drinks and snacks stocked, as well as maintaining good working order of the physical space.
  • Generating and maintaining files, while handling confidential information with utmost discretion.
  • Participating in onboarding of new hires and covering some basic processing and enrollment responsibilities with paperwork, payroll, benefits, etc. 
  • Planning events to encourage team bonding and team building, including team dinners, social outings, offsite meetings, trivia nights, company retreats, conferences, and more.
  • Taking big-picture assignments and filling in the blanks.
  • Following-up and following-through on all action items.
  • Staying on top of ever-changing priorities and projects.

QUALIFICATIONS:

  • We LOVE super smart people, as long as they’re also super kind people.
  • Positive attitude, where no project is too big or too small and no problem is above or beneath you.
  • Polished and professional presence, with exceptional written and verbal communication skills.
  • Natural affinity and ability for details –– you triangulate and triple-check everything.
  • Dedicated to planning ahead, yet nimble when faced with unexpected changes.
  • Methodical and meticulous mentality. Dedicated and diligent.
  • Critical thinker and creative problem solver.
  • Passion for the bigger picture mission is most important, so high level, experienced candidates as well as recent college graduates are both welcomed.
  • Relevant prior experience strongly preferred, e.g. in a role such as Executive Assistant, Personal Assistant, Operations Manager, Chief of Staff, Administrative Assistant, Research Assistant, Office Manager, Project Manager, Event Planner, Community Manager, Account Manager, Event Coordinator, Customer Support Associate, Client Relations, Business Development Manager, Lab Assistant, etc. 
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