Executive Assistant & Office Manager

ImmunityBio•El Segundo, CA

16h•$62 - $68•Onsite

About The Position

The Executive Assistant & Office Manager will assist the General Counsel, Chief Financial Officer and Senior Vice President, Human Resources with seamless coordination of executive priorities and the efficient operation of the office that are critical to sustaining strategic momentum. The role is designed to deliver high‑level support to C‑suite leaders while simultaneously overseeing the day‑to‑day administrative, financial, and facilities functions that keep the organization productive and compliant.  The Executive Assistant & Office Manager anchors communication flow, safeguards confidential information, and ensures that the physical workspace aligns with work expectations and corporate culture.

Requirements

High School diploma required, Bachelor’s degree in business administration or related field preferred
8+ years’ professional experience as an Executive Assistant required
Experience supporting C- suite officers and, working with confidential or sensitive information required
Expert level skills and abilities using Excel, Power Point and Outlook.
Able to demonstrate considerable judgement and initiative to resolve problems and manage calendars
Ability to maintain proprietary, trade secret and confidential information
Strong organizational and planning skills
Budgeting and basic finance knowledge
Exceptional organizational and communication (verbal & written) skills
Positive attitude
Ability to juggle multiple tasks at any one time and stay one step ahead
Demonstrated capabilities and willingness to learn the use of internal tools & processes for communications, scheduling, and travel
Proactive, resourceful, efficient, energetic, and a genuine desire to work well with people
A desire to learn within a dynamic environment.
Strong attention to detail and ability to maintain confidentiality
Ability to effectively prioritize and multi-task under limited direction, and ability to shift priorities quickly while working under tight timelines
Superior oral and written communication skills

Nice To Haves

Experience in the medical or pharmaceutical industry is strongly preferred.

Responsibilities

Manage complex executive calendars, schedule meetings across time zones, resolve conflicts, prepare detailed agendas, capture minutes, and track action items
Serve as the primary gatekeeper for executive communications and calls, drafting professional correspondence, and representing senior leaders with internal and external stakeholders
Coordinate travel logistics, including itinerary planning, booking arrangements, and expense reporting for executives.
Oversee office operations such as maintaining physical and digital filing systems, procuring supplies, managing vendor relationships, and handling facility logistics—including space planning, work infrastructure, and building‑access protocols.
Manage financial responsibilities, including preparing departmental budgets, processing invoices, monitoring accounts payable and receivable, and performing routine accounting reconciliations resources.
Guide and coach the Executive Assistant team on administrative operations essential to supporting the leadership team and coordination of coverage as needed.
Conduct onboarding and training of newly hired Executive Assistants.
Address employee inquiries in accordance with corporate policies resources.
Organize company‑wide events, off‑site meetings, and special‑project research while ensuring compliance with internal policies and relevant external regulations.
Process and maintain tracking for any appropriate individual certification or licensure requirements such a JD, CPA, etc.
Assist with filing annual reports and federal and state securities filings, including other required post‑closing state applications and filings.
Create and maintain and adhere to Standard Operating Procedures (SOPs) for all processes.
Maintain organizational charts and entity lists.
Performs ad-hoc and cross-functional duties and/or projects as assigned to support business needs and provide developmental opportunities.

Benefits

Medical, Dental and Vision Plan Options
Health and Financial Wellness Programs
Employer Assistance Program (EAP)
Company Paid and Voluntary Life/AD&D, Short-Term and Long-Term Disability
Healthcare and Dependent Care Flexible Spending Accounts
401(k) Retirement Plan with Company Match
529 Education Savings Program
Voluntary Legal Services, Identity Theft Protection, Pet Insurance and Employee Discounts, Rewards and Perks
Paid Time Off (PTO) includes: 11 Holidays
Exempt Employees are eligible for Unlimited PTO
Non-Exempt Employees are eligible for 10 Vacation Days, 56 Hours of Health Pay, 2 Personal Days and 1 Cultural Day
This position is eligible for a discretionary bonus and equity award.