Executive Assistant to the CEO & Office Manager

Aegis Ventures • Irvine, CA

10h • Hybrid

About The Position

As the Executive Assistant to the CEO & Office Manager, you will serve as a trusted partner to the CEO and support the efficiency of our Irvine office. The ideal candidate is highly organized, proactive, and detail-oriented. This role will provide high-level executive support, including complex calendar management, prioritization of competing demands, coordination with internal and external stakeholders, and handling of sensitive communications. Partnering closely with the CEO and Chief of Staff, you will anticipate needs, manage shifting priorities, coordinate meetings and travel, prepare executive materials, and ensure strong follow-through on key priorities. This position is based in our Irvine, CA office, with a hybrid schedule (at least 3 days in-office).

Requirements

• 3–5 years of experience supporting senior executives
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage competing priorities in a fast-paced environment
• High level of professionalism, discretion, and emotional intelligence
• Proficiency with Microsoft Office, Google Workspace, Slack, videoconferencing tools, and other standard business applications

Nice To Haves

• Experience supporting CEO
• Experience supporting executives in the entertainment industry (Film, TV, other Media, Talent Agency, Legal, etc.)
• Prior exposure to office coordination, workplace operations, or facilities support is a plus

Responsibilities

• Provide high-level administrative support to the CEO, including complex calendar management, prioritization, and coordination across internal and external stakeholders
• Partner closely with the CEO and Chief of Staff to support alignment on priorities, meetings, and business cadence
• Coordinate domestic and international travel, including detailed itineraries, logistics, and expense reporting
• Act as a gatekeeper and liaison for the CEO, managing communication across teams, partners, and external stakeholders
• Prepare and edit presentations, reports, and correspondence with a high degree of accuracy and professionalism
• Manage meeting logistics, including agendas, materials, and follow-ups to ensure execution and accountability
• Anticipate needs, identify scheduling conflicts, and proactively resolve issues before they arise
• Represent the CEO and Avandra to external parties via verbal and written communication with professionalism, integrity, accountability, and empathy
• Handle highly confidential and sensitive information with discretion and sound judgment
• Manage office supplies and vendor coordination (e.g., Office Depot, Amazon)
• Serve as the primary point of contact for office services, including cleaning, alarm systems, security access, phones, and office environment (thermostat, etc.)
• Coordinate shipping logistics, including maintaining shipping estimates and managing FedEx account activity
• Ensure operational continuity during vacations or absences, including coverage planning for essential office functions
• Maintain a professional, organized, and welcoming office environment for employees and visitors
• Maintain key codes, security access records, and system documentation
• Support internal documentation efforts, including workflow instructions and process improvements
• Assist with ISO and SOC 2 compliance materials and administrative tracking as needed

Benefits

• Meaningful Impact: The work we do directly enables medical breakthroughs — such as earlier cancer detection, better Alzheimer's treatments, AI diagnostics that save lives. This isn't abstract; it's the reason our health system partners invest in us
• Career-Defining Opportunity: You'll have a front-row seat to every aspect of building a category-defining company—strategy, operations, fundraising, M&A, scaling
• Exceptional Team: Work alongside a founder with a track record of building and exiting healthcare technology companies, backed by investors who are true partners
• Competitive Package: Competitive salary, equity, comprehensive benefits, and hybrid flexibility at our Irvine, CA office.
• Values-Driven Culture: We’re building a team grounded in Avandra’s 5 Core Values that guide how we show up every day: WIN with Integrity, Radical Accountability, Engage with Empathy, Innovation Through Playful Curiosity, Patients First

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees