Executive Assistant

23andMe•Palo Alto, CA

12d

About The Position

We are looking for an Executive Assistant to provide support for the Office of the CEO. This person will report into the Chief of Staff, Office of the CEO and provide a wide range of administrative support tasks and work both independently and within a team environment. This individual will bring strong organization skills and a proactive attitude. They will need to manage ambiguity and multiple priorities. The utmost confidentiality is imperative, as well as a solution-oriented mindset . Who We Are We are a group of individuals passionate about genetic discovery. 23andMe Research Institute is a nonprofit medical research organization that enables people everywhere to access their genetic information, learn about themselves, and participate in the world's largest crowdsourced research initiative. The Institute aims to be the world's most significant contributor to scientific advancement, uniting people with the common goal of improving health and deepening our understanding of DNA — the code of life. What You’ll Do Manage the CEO’s calendar and email as the primary functions of the role. Own all scheduling, details and logistics that flow from the CEO’s 23andMe and personal calendar. Obtain all related materials for meetings, including agendas, backgrounders and other information based on the CEO’s daily schedule. Own daily management and prioritizing of CEO’s email. Work with the Office of the CEO’s team to help support various needs around the CEO’s 23andMe and personal travel. Work with the Chief of Staff to organize quarterly strategic calendar check-ins with the CEO and Office of the CEO team to look at the calendar from a strategic perspective and make recommendations to drive efficiency of the CEO’s time. Operate systems to keep information flowing for the Office of the CEO. Prepare in coordination with the Office of the CEO daily updates to the CEO with reminders and questions in a timely and organized fashion. High level of communication required with family office to ensure all details and actions are relayed in a timely manner. Own Office of the CEO administrative tasks. Provide administrative support and management of executive team meetings and offsites, including send the VP executive weekly updates, prepare weekly executive team materials, OKRs and other tasks as needed by the team. Own office management functions as needed. Create and submit expense reports for the CEO and the team and manage approval requests. Own the maintenance of the Office of the CEO administrative manual, keeping it up to date on best practices and as a resource where all information can be found. Act as back-up to other assistants, which may include taking notes in meetings and following-up on action items. Assist the Office of the CEO and Chief of Staff with special projects. Work with the Chief of Staff on a variety of special projects, including but not limited to coordinating annual performance review cycle for the CEO’s direct reports, own the management of the CEO’s annual holiday mailing, and upkeep the historical archive project ensuring Anne’s presentations, pictures and other items get updated into the archive. Handle highly confidential and sensitive information. Continuously strive to deliver excellence service and improve on processes and systems. Maintain compliance with all company policies and procedures. Perform administrative tasks as needed and other related duties as assigned. Work as a team to allow the CEO to execute and operate with excellency.

Requirements

Minimum 10-15 years of relevant work experience supporting a C-level executive
Strong attention to detail and organizational skills, while maintaining a sense of urgency
Ability to problem solve, including to analyze and identify key issues and information
Strong follow-up skills, including perseverance and creativity to work within an unconventional environment
Excellent verbal and written communication skills
Be able to work independently with little direction and possess a strong sense of ownership of role and responsibilities
Willingness to participate in all levels of administrative support duties; whatever it takes to get the job done with a positive attitude
Demonstrated dependability; ability and willingness to continuously acquire new competencies and accept new challenges
Knowledge of health industry strongly preferred
Full time, with flexibility to work after hours and on weekends as necessary
Some travel may be required over time

Responsibilities

Manage the CEO’s calendar and email as the primary functions of the role.
Own all scheduling, details and logistics that flow from the CEO’s 23andMe and personal calendar.
Obtain all related materials for meetings, including agendas, backgrounders and other information based on the CEO’s daily schedule.
Own daily management and prioritizing of CEO’s email.
Work with the Office of the CEO’s team to help support various needs around the CEO’s 23andMe and personal travel.
Work with the Chief of Staff to organize quarterly strategic calendar check-ins with the CEO and Office of the CEO team to look at the calendar from a strategic perspective and make recommendations to drive efficiency of the CEO’s time.
Operate systems to keep information flowing for the Office of the CEO.
Prepare in coordination with the Office of the CEO daily updates to the CEO with reminders and questions in a timely and organized fashion.
High level of communication required with family office to ensure all details and actions are relayed in a timely manner.
Own Office of the CEO administrative tasks.
Provide administrative support and management of executive team meetings and offsites, including send the VP executive weekly updates, prepare weekly executive team materials, OKRs and other tasks as needed by the team.
Own office management functions as needed.
Create and submit expense reports for the CEO and the team and manage approval requests.
Own the maintenance of the Office of the CEO administrative manual, keeping it up to date on best practices and as a resource where all information can be found.
Act as back-up to other assistants, which may include taking notes in meetings and following-up on action items.
Assist the Office of the CEO and Chief of Staff with special projects.
Work with the Chief of Staff on a variety of special projects, including but not limited to coordinating annual performance review cycle for the CEO’s direct reports, own the management of the CEO’s annual holiday mailing, and upkeep the historical archive project ensuring Anne’s presentations, pictures and other items get updated into the archive.
Handle highly confidential and sensitive information.
Continuously strive to deliver excellence service and improve on processes and systems.
Maintain compliance with all company policies and procedures.
Perform administrative tasks as needed and other related duties as assigned.
Work as a team to allow the CEO to execute and operate with excellency.