Executive Assistant

Hercules CA | On-Site

Entry Date: 16 JUNE 2024

X-Therma, a venture backed biotech company pioneers ground-breaking cold chain technology via a convergent biopreservation platform, to advance Regenerative Medicine and make available safe and on-demand organs, engineered tissues, and cell & gene therapies to patients in need. X-Therma collaborates with renowned research institutions such as Lawrence Berkeley National Laboratory and Johns Hopkins University and is supported with significant funding from the US Department of Defense, National Science Foundation, California Institute of Regenerative Medicine, etc.

X-Therma technology greatly improves cold-chain logistics and is an FDA Breakthrough Device to end the organ waiting list in a long-overlooked market. This is a paradigm shift that could make worldwide organ sharing possible and eliminate organ discard. Immediately, the technology could resolve current bottlenecks in Regenerative Medicine biomanufacturing and processing and allow “off-the-shelf" living medicines in this hyper-growth space.

Joining Team Excellence:

We have a bold vision to create something great that has never been done before: We are wary of what could go wrong, but obsessed with what can go right. We are mission-driven, intellectually honest and relentless learners, ambitious, courageous, and extraordinarily persistent. “Giving up” does not exist in our vocabulary. We respect and support each other to get better every day and make the world a better place. We are in the San Francisco East Bay in Hercules, not only known for its beautiful scenery and comfortable weather all year round, but also you can truly embrace the breath of innovation and dream building spirit of San Francisco’s Biobay.

To strengthen our growing team, we are looking for an Executive Assistant to the Executive team . This role will directly support the workflow of the management team and report to the CTO. This role demands a highly goal-driven approach and the ability to focus on time-sensitive objectives within the most urgent priorities. Important for this role is the ability to proactively assess and adjust to the administrative needs of the management staff. The individual must have excellent interpersonal skills to excel in our rapidly evolving environment. Excellent writing skills are a requirement.

What’s in it for you?

You will have a great opportunity to contribute to groundbreaking, life-saving products. You will be part of a team producing our novel life-saving molecules and solutions. This role demands a highly goal-driven approach and the ability to focus on time-sensitive objectives within the most urgent priorities.

What you will do:

General Administration

• Manage executives’ calendars and set up meetings as soon as requested
• Take minutes during meetings and follow-up with highly organized summaries
• Act as the point of contact among executives, employees, clients and other external partners
• Make travel and accommodation arrangements
• Sort and file documents in a secure manner
• Format information for internal and external communication – memos, emails, presentations, reports
• Handle arrangements for meetings, including preparation of conference rooms, meeting materials, and supplies. Capture and follow through on action items
• Develop agendas for each meeting, summarize backgrounds of those attending
• Build and manage certain internal databases of information
• Rack daily expenses and reimbursements and prepare weekly, monthly or quarterly reports
• Pay bills, scan and send documents, and other administrative tasks
• Prepare reimbursements for team members
• Ready and willing to take on any project or task to aid the team's productivity

Personal Assistance

• Ready and willing to assist executives in personal life, including driving to appointments, picking up items, setting and providing reminders, etc.

Office Administration and Culture

• Act as an office manager by keeping up with office supply inventory, and other office cleanliness at the highest level, always ready for unannounced partner visits
• Act as the “First face” of the Company to check in visitors, receive packages, and mail
• Conceive of and organize monthly happy hours, holiday parties, purchase, and arrange items
• Take responsibility for monitoring employee birthdays, yearly anniversaries, etc.
• Stock kitchen supplies with rotating options of tasty treats
• Direct the weekly lunch program for selected staff members

Requested Qualifications:

• Prior experience in a related role, such as administration, operations, finance, or similar area
• Must thrive in an early-stage environment with a proactive attitude; no task is too big or too small for you
• Must be able to read the needs of your executive and perform tasks proactively
• Strong process and detail orientation
• Flexible mindset able to solve and anticipate problems
• Strategic planning skills for management of long-chain communications
• A strong work ethic to deliver results within timeline
• Strong analytical and problem-solving skills, organization skills, and attention to details
• Must be able to work in an office setting without prohibitive limitations
• Excellent organizational, interpersonal and communication skills (written and oral) required.
• Excellent interpersonal skills and competencies in collaboration, conflict management and teamwork.
• This is an on-site position.

Other Skills and Abilities:

• Advanced skills with Microsoft Office Suite, Outlook, MS Teams, Smartsheet, and intranet/internet networks.
• Independent and fast learner capable of acting on brief instructions.

Exceptional candidates will have:

• Accounting degree or significant Human Resources experience
• A self-driven, highly efficient, and outcome-focused attitude.
• Team-oriented drive to contribute to improving organ transplantation and regenerative medicine.

Our package includes:

• Competitive base salary $60,000 to $80,000 annually
• ADP benefits, Health, vision, and dental benefits, with high family coverage
• 401(k) savings plan
• Employee Stock Option Plan
• And more!

X-Therma is an Equal Opportunity Employer. X-Therma does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.