Executive Assistant

Our client is seeking an experienced Executive Assistant to join their newly-launched team in the SF Bay Area. In this role, you will provide administrative support to the CEO and executive team in this small but fast-growing startup company. This will be an onsite role that interacts with all members of the team. This position will be responsible for heavy calendar management and executive travel coordination.

In addition, the role will serve as the onsite manager for operational functions such as purchasing, facilities, receiving and shipping, general operations, and coordination with accounting and IT functions. Our successful candidate should enjoy a fast-paced startup, team-oriented environment.

• Provide high level, confidential administrative support to the CEO and, from time to time, other executive management, including but not limited to, maintaining calendars, meeting schedules, professional correspondence, and detailed travel arrangements.
• Establish and maintain a well-organized, efficient distributed office environment.
• Assist with preparation of corporate slide decks and other presentations.
• Track expenses, assist with accounting tasks, including but not limited to, reconciliation of company office and travel expenditures.
• Order and manage needed office equipment and supplies.
• Establish and maintain relationships with vendors and service providers.
• Establish and maintain well-organized filing systems for corporate contracts, agreements, records, and other documentation.
• Assist with company events, remote-based or in-person, as needed.
• Perform other tasks as requested.

• 10+ years of experience supporting executives. Experience working in biotech, pharma or tech industries highly preferred.
• Excellent written, verbal communication skills and attention to detail needed.
• Ability to anticipate potential challenges and demonstrate initiative to proactively resolve independently, seeking out guidance when appropriate.
• Experience working collaboratively with individuals at all levels, often managing sensitive information.
• Experience with MS Office with an ability to learn other supporting software solutions.
• Ability to prioritize work and shift priorities quickly, and to handle multiple assignments and tasks simultaneously.
• Ability to work independently and as part of a team.
• Must be able to consistently work onsite full time.
• Strong business acumen and ability to maintain confidentiality at all times.

This position is a direct-hire, full-time, onsite position from our offices in the SF Bay Area, California.