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Executive Assistant/Office Manager

Mountain View, CA 94039

Posted: 04/24/2024 Employment Type: Direct Hire Job Category: Admin Job Number: 3803

Job Description

We are seeking an Executive Assistant/Office Manager who can thrive in a fast-paced/startup environment and has experience in providing exceptional customer service, enjoys working with people and coordinating a multitude of tasks. The successful candidate will be able to manage multiple projects and competing priorities while maintaining a professional demeanor with employees.

In this critical role, you will serve as the primary interface between the company and its service providers, vendors, and consultants. We’re seeking a self-motivated, global thinker and problem-solver who will move quickly to address problems before they arise. This position requires great attention to detail, organization, and professionalism, and the ability to maintain an efficient business environment.

Responsibilities:
  • Provide day-to-day direct administrative support for our client's South Bay Area office. Be the Executive Admin for the CEO, CTO, and other executive team members and leadership staff. Responsibilities will include but are not limited to calendar management, expense reporting and processing, travel support, vendor collaboration, conference and board meeting preparation, and corporate event oversight.
  • Provide day-to-day administrative support to the Company in the form of communications, facilities, AP support, shipping & receiving, purchasing, and reception. Flexibility and initiative are key as the company continues to grow.
  • Assist with HR activities including employee onboarding, orientations, conference rooms, coordinating technology needs for new hires, etc.
  • Organize and maintain office operations including ordering and shopping for supplies, stocking the kitchen/office/ conference room and reception areas, and maintaining a clean and organized environment.
  • Serve as primary point of contact for guests, building management, facilities landlord, and other service providers.
  • Be prepared to support the executive team with board meetings, scheduling virtual meetings via Zoom/MS Teams across global time zones, ordering and picking up lunches, etc.
  • Support preparation for meetings, presentations, and milestone events. Must be highly experienced in MS Word, MS Excel, MS PowerPoint, and Org Chart Development. Skills should include being able to embed videos and other multimedia into slide decks.
Requirements/Qualifications:
  • BS/BA degree is required
  • A minimum of 5-7 years’ experience in office management or as a high-level executive assistant providing support to executive management.
  • Must be highly proficient in Microsoft Office including Word, Outlook, Excel, PowerPoint along with experience navigating online platforms and databases.
  • Ability to assist with general financial management and bookkeeping.
  • Ability to manage conflicting priorities and deliver on the most critical assignments on time.
  • Demonstrated flexibility and professional maturity to readily understand priorities and anticipate needs.
  • Attention to detail and quality are critical to success.
  • Strategic thinker with excellent problem-solving skills.
  • Effective oral and written communication skills.
  • Strong interpersonal skills and an ability to work well both in a team and independently. Must be a self-starter and be fun to work with.
  • Possess strong emotional intelligence and business acumen.
  • Maintain professionalism and a high level of confidentiality especially when it comes to high level and sensitive company information.
  • Successful candidates will have a positive attitude, be a consummate team player, have no ego, be collaborative, and be willing to “jump in wherever needed.”
  • Results-oriented individual who is highly motivated, decisive, flexible in thought, and has the creativity to excel in and contribute to a rapidly growing company.
  • Experience in life sciences, specifically medical device is a huge plus.

The Salary Range will be based on experience, but we are targeting a base salary of $80-115K. 
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