Executive Administrator

About the position

CSBio is searching for a reliable, ambitious, and results-oriented Executive Administrator who will work directly with our CEO and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, capable of multitasking, managing different workloads, and can prioritize tasks in a fast-paced environment. In this role you will work closely with our leadership team and the rest of the organization by providing administrative support as we scale our organization. You will handle the responsibilities below in an accurate and timely manner, and will report directly to our CEO.

Responsibilities

• Demonstrate excellent email etiquette, concise and accurate communications.
• Maintain strict confidentiality - never disclose sensitive contact information.
• Plan and book travel itineraries.
• Plan and execute company social events.
• Coordinate executive communications, including taking meeting minutes and responding to emails.
• Assist in creating and managing agendas for departmental staff meetings.
• Review and/or prepare routine correspondence and documents for administration.
• Perform general office duties, which include electronic and physical documentation and data entry.
• Handle general administrative duties and special projects as needed.
• Perform personal shopping as requested.
• Conduct weekly walkthroughs using household checklists to identify action items.
• Schedule and work closely with other staff on various household vendors and contractors.
• Maintain household contractors and vendors and build strong relationships with them.
• Identify and oversee new and ongoing household projects.
• Maintain inventory of household supplies and shop for routine household items as needed.
• Perform light household chores and prepare for occasional events.
• Oversee service providers and vendors for the home office.
• Maintain a system for household needs (key due dates, payments, car registrations, maintenance contracts, warranties, contractor bids, etc.).
• Monitor inventory of home office supplies.
• Email a daily activities report.
• Track birthdays and other important dates.
• Purchase gifts, develop and maintain gift tracker, and review and audit receipts.
• Work with travel concierge and accountant as needed.
• Plan and coordinate activities and events.

Requirements

• High school diploma or GED required.
• Bachelor’s degree preferred.
• 5+ years experience in administrative assistant role, reporting to CXO executive.
• Strong organizational, time management and problem-solving skills.
• Proficient in Microsoft Office (Word and Excel), Google Suite (Docs and Sheets).
• Strong verbal and written communication skills.
• Ability to organize, multi-task, prioritize and work under pressure.
• Ability to follow verbal and written instructions.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Ability to keep sensitive information confidential.
• Friendly and professional demeanor.

Nice-to-haves

• Worked in hospitality industry or worked for family office.
• Vault-like ability to maintain confidentiality and be discreet.
• Flexibility to work weekends and evenings.
• Strong work ethic, reliable, punctual, and honest.
• Practical and efficient.
• Technically savvy with Gmail, Google Docs, Google Sheets and Calendar.
• Resourceful in terms of internet search and online shopping.
• Comfortable with iOS and Mac OS, including texting, camera phone, and smartphone apps.
• Highly organized, meticulous, detail oriented and thorough.
• Positive attitude, team player, capable of working well with a vast array of high-quality vendors.
• Excellent command of the English language, both written and spoken.
• Proactively identifies and resolves problems.
• Able to work independently, but takes direction well.
• Must be able to lift 40 pounds.
• Flexible and able to accommodate spontaneous changes to routines and plans.
• Able to travel with Principals to assist.

Benefits

• Medical, dental, and vision insurance (Kaiser HMO or Aetna PPO). Employer pays 90% for Employee and 75% for Employee’s family.
• Dental: Aetna Dental, Delta Dental, Guardian Dental, MetLife Dental.
• Vision: VSP and Aetna EyeMed.
• 401k 10% 1:1 match.
• Companywide paid holiday during: Week of July 4, Thanksgiving (2 days), Week of December 25.
• PTO policy. 10 days PTO.
• Basic life ($20,000 paid by company) and supplemental life insurance (optional supplemental).
• Disability insurance 50% standard employer paid.
• Carpool, clean air vehicle, and cell phone reimbursement.
• Employee rewards and recognition program.
• Company organized social events.
• Quarterly sponsored team building activities.