Executive Assistant, Finance & Office Manager
About The Position
The Executive Assistant, Finance & Office Manager will provide executive, administrative, and operational support to the Finance organization while serving as a key coordinator for Definium's San Diego office. Reporting to the Chief Financial Officer (CFO), this highly visible role will provide direct support to this executive and the Finance leadership team, coordinate investor relations activities, manage office operations, and partner closely with stakeholders across the organization to ensure seamless execution of meetings, travel, conferences, events, and day-to-day operations. Will work closely with leaders across the Finance organization, the Investor Relations team, Procurement, Enterprise Technology, Executive Leadership Team, and administrative partners throughout the company.
Requirements
- Bachelor’s degree or equivalent experience
- Minimum 7 years of experience supporting senior executives in a public company
- Experience in biotechnology, life sciences, healthcare, or similarly fast-paced environment
- Experience supporting C-suite executives and/or executive leadership teams
- Experience supporting Finance or Executive Leadership functions preferred
- Experience coordinating executive travel, conferences, corporate events, and complex scheduling activities
- Experience managing office operations, facilities, vendors, or workplace services
- High proficiency with Microsoft Office, Outlook, Zoom, and related productivity tools
- Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail
- Highly organized, proactive, detail-oriented, and exercises exceptional discretion and judgment in a fast-paced public company environment
- Must be able and willing to come into the San Diego office 3 days per week
Responsibilities
- Provide executive, administrative, and operational support to the CFO and Finance leadership team including support to broader Finance team operations and special projects as needed
- Be onsite in the San Diego office 3 days per week
- Coordinate the CFO's calendar in partnership with the CEO's Executive Assistant, including investor meetings, conferences, and key corporate activities
- Serve as the primary coordinator for Definium's San Diego office
- Manage office operations, supplies, workplace resources, facilities coordination, vendor relationships, and workplace services
- Coordinate routine employee events, celebrations, and local office activities
- Support onboarding activities for San Diego-based employees
- Partner with cross-functional teams to ensure a professional, welcoming, and productive office environment
- Act as a resource for employees and visitors regarding office-related matters
- Coordinate domestic and international travel arrangements and related logistics
- Prepare itineraries, agendas, briefing materials, and meeting logistics
- Coordinate departmental meetings, offsites, team activities, leadership events, investor relations related meetings and board and committee meetings
- Screen and prioritize meeting requests while helping resolve scheduling conflicts
- Track action items and follow-ups from key meetings and leadership discussions
- Process expense reports, invoices, and other departmental administrative needs
- Partner closely with executive assistants across the organization to coordinate schedules, travel, meetings, and executive priorities
- Assist with other special projects and other corporate initiatives as needed
Benefits
- 100% paid health benefits including Medical, Dental and Vision for you and your dependents
- 401(k) program with company match and vesting after the turn of the first month after your start date
- Flexible time off
- Generous parental leave and some fun fringe perks!
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
