Executive Assistant & Office Manager

Ossium Health•San Francisco, CA

6d•Onsite

About The Position

Ossium’s mission is to improve the health, vitality, and longevity of human beings through bioengineering. We develop, manufacture, and bank cell therapy products that apply the power of stem cell science to revolutionize treatment for patients with blood, immune, and orthopedic diseases. At Ossium, we empower our employees, maintain the highest standards of operational excellence, and are a force for good. We’re hiring an Executive Assistant & Office Manager to provide critical administrative support for our founder CEO and office support for our growing San Francisco office! Your primary responsibility will be working closely with the CEO across a wide range of topics and duties. This is a great opportunity for someone looking to leverage a background in support to make a meaningful impact at a mission driven startup. This role will set the stage for a positive experience in the office for all. You will act as the first point of contact for visitors, oversee day-to-day office operations, and ensure the office is clean, well-stocked, and welcoming. We are looking for someone who is consistently punctual and shows up with a positive attitude.

Requirements

5+ years of work experience, with at least 2 years in an administrative support role
Strong interpersonal skills, able to strike a balance of professionalism and friendliness
Excellent written and oral communication skills
Enthusiasm for working in a demanding, fast-paced environment and an ability to independently develop solutions to problems as they arise
Strong organizational skills, including the ability to set priorities, handle multiple tasks, and organize time effectively
Comfort with the large variety of unpredictable tasks common at start-up

Responsibilities

Provide general leverage and support to the CEO, including managing a broad range of internal and external projects as required in a startup environment
Ownership of the CEO’s business calendar: foresee scheduling conflicts, anticipate issues, communicate consistently (internally with the team and externally with customers, high-level business partners, investors, OPO partners, and YPO members) and ensure efficiency
Maintain a high level of confidentiality at all times both internally and externally
Manage administrative functions including screening phone calls and proofreading documents, processing and managing expenses for the CEO
Facilitate tactful communication with high-level business partners
Help in the planning and execution of logistics for meetings, trainings, special events and travel
Book CEO business travel
Assist with planning internal/external events (leadership retreats, company holiday parties, conferences)
Order and/or pick up lunches for CEO; making tea and coffee for CEO
Assist the CEO with tasks such as scheduling appointments (e.g. doctor’s appointments, haircuts, etc) and making reservations
Open up the office by 7:30 AM each day, disarm the alarm, empty the dishwasher
Handle administrative tasks such as answering calls, filing, scanning mail, errands to postal office/shipping arrangements, sending out virtual birthday cards
Take out the trash bins and be able to carry the bins up and down the stairs
Monitor office supplies inventory and place orders, making sure we never run out of supplies
Manage team lunches, make coffee, and restock the company kitchen, set up treats to be delivered for meetings and birthdays
Plan and organize SF monthly happy hour
Greet visitors, manage candidates' onsite interviews, and answer the company's main line to direct calls/take messages
Support meeting and conference room needs: maintain office cleanliness and make sure conference rooms are clean, tidy, stocked, and that trash is removed every day