Executive Assistant and Office Manager

Our biotech client is seeking an organized, proactive, and detail-oriented Executive Assistant/Office Manager to join our team. This dual-role position will provide executive-level support to the CEO and oversee the day-to-day operations of the office to ensure a seamless, efficient, and productive work environment. The ideal candidate is a dynamic professional who thrives in a fast-paced setting and has excellent communication, problem-solving, and multitasking skills.

Key Responsibilities:

Executive Assistant Duties

• Manage and maintain the CEO and other CXO’s calendar, including scheduling meetings, appointments, and travel arrangements.

• Serve as the primary point of contact between the executive and internal/external stakeholders.

• Prepare and organize correspondence, reports, presentations, and other documents as required.

• Attend meetings, take notes, and track action items to ensure follow-through.

• Handle confidential information with discretion and professionalism.

• Conduct research, compile data, and provide insights to support executive decision-making.

Office Management Duties

• Oversee day-to-day office operations, ensuring a well-organized and efficient workplace.

• Maintain office supplies inventory and coordinate with vendors for orders, repairs, and maintenance.

• Manage office budgets, including tracking expenses and processing invoices.

• Coordinate onboarding for new hires, including workspace setup and orientation.

• Plan and execute company events, meetings, and team-building activities.

• Serve as the point of contact for facilities management, IT support, and other operational functions.

Qualifications

Required Skills & Experience

• Bachelor’s degree in business administration, Communications, or a related field (preferred).

• 8-10 years of proven experience as an Executive Assistant, Office Manager, or in a similar administrative role.

• Advanced in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Strong organizational and time-management skills with the ability to prioritize tasks effectively.

• Exceptional verbal and written communication skills.

• High level of discretion and professionalism in handling sensitive information.

• Ability to adapt to changing priorities and work independently in a fast-paced environment.

Preferred Skills

• Familiarity with office management software or tools (e.g., Teams, Zoom SharePoint).

• Experience in event planning or project management.

• Knowledge of basic accounting or budgeting principles.

This is a contract to possible permanent opportunity. This role is 4-5 days onsite.