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Executive Assistant to Chief Executive Officer

AquilX, Inc.
San Diego, CA Full Time
POSTED ON 1/27/2025
AVAILABLE BEFORE 4/27/2025

Executive Assistant to Chief Executive Officer

This range is provided by AquilX, Inc.. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

85,000.00 / yr - $100,000.00 / yr

The Company

AquilX Inc., founded in 2022, is a biotechnology startup specializing in wearable medical technology, headquartered in San Diego, California. AquilX is developing a wearable device that functions as a “lab under the skin,” capable of continuously monitoring various biomarkers such as glucose, alcohol, and lactate levels. This technology aims to provide users with real-time health data, enhancing personal healthcare management. AquilX’s innovative approach has positioned it among leading players in the wearable electronic biosensors market.

The Position

The Executive Assistant to the CEO plays a pivotal role in ensuring the CEO's time, focus, and resources are optimized to meet organizational milestones. This position requires a highly organized, proactive, and resourceful individual who thrives in a fast-paced, dynamic startup environment. The Executive Assistant serves as a trusted partner to the CEO, managing a wide range of responsibilities that support both day-to-day operations and longer-term initiatives. The role is not simply task-oriented, it’s deeply rooted in leadership and accountability, operating as an extension of the CEO to uphold the integrity and vision of the organization.

The Key Responsibilities

Calendar and Scheduling Management

  • Maintain and manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Resolve scheduling conflicts and prioritize commitments in line with organizational goals.
  • Handle scheduling requests and changes promptly in an ever-changing environment.
  • Prepare daily agendas and ensure the CEO is briefed on upcoming commitments.
  • Arrange and coordinate domestic and international travel plans.
  • Anticipate scheduling needs and resolve issues promptly.

Communication Management

  • Serve as the primary point of contact for the CEO, managing incoming and outgoing communications.
  • Draft, review, and proofread correspondence, presentations, and reports on behalf of the CEO.
  • Organize and manage email correspondence, ensuring timely responses and follow-ups.
  • Ensure meetings are seamlessly organized and every intention or promise made by the CEO is honored.
  • Represent the CEO's commitments accurately and ensure follow-through on all deliverables.

    • Operating Within the CEO's Intentions

  • Anticipate and address potential roadblocks, holding others accountable for their commitments.
  • Collaborate with the CEO to create and implement protocols that enhance efficiency.
  • Take ownership of building and structuring the environment, driving staff development initiatives.
  • Represent the CEO in meetings or events as needed.
  • Support other C-Suite staff with high-level matters, as directed by the CEO.

    • Onsite Operations

  • Facilitate the ordering and receipt of important items to various facilities.
  • Coordinate with onsite teams to ensure smooth delivery of purchases.
  • Oversee office space maintenance and improvement projects.
  • Manage critical projects from start to finish.

    • Confidentiality and Discretion

  • Handle sensitive information with confidentiality and professionalism.
  • Ensure compliance with company policies and industry standards.

    • Professional Experience / Qualifications / Skills

    Experience : 5 years’ experience as an Executive Assistant, preferably in a startup or fast-paced environment.

    Education : Bachelor’s degree or equivalent experience in a related field.

    Skills & Attributes :

  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Ability to multitask and prioritize under pressure.
  • High level of proficiency with office software and productivity tools.
  • Experience with project management tools is a plus.
  • High level of integrity and professionalism.
  • Highly adaptable and comfortable with ambiguity.
  • Proactive and resourceful problem-solver.
  • Commitment to upholding confidentiality and discretion.
  • Ability to commute / drive 20-40 minutes 2-3x a week.

    • Compensation and Benefits

  • The pay range for this role is $85,000 – $100,000 annually.
  • Retirement Savings Plan
  • Paid Time Off
  • Paid Company Holidays

    • Term of Agreement

    The minimum term of this role is two years, with an expectation of long-term commitment.

    Application Process

    To apply, please submit your resume and a cover letter detailing your qualifications and interest in the position to rcarman@aquilx.com. Applications will be reviewed on a rolling basis.

    Seniority level

    Mid-Senior level

    Employment type

    Full-time

    Job function

    Administrative

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    Salary : $85,000 - $100,000

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