Executive Operations Associate/Coordinator

Breakthrough Properties•Los Angeles, CA

3d•Hybrid

About The Position

Breakthrough Properties is a life science real estate investment company that leverages cross-sector collaboration to deliver environments that foster innovation and scientific breakthroughs. As a joint-venture between Tishman Speyer and Bellco Capital, combining Tishman Speyer’s global real estate platform with Bellco Capital’s deep life science investment expertise, Breakthrough is developing and delivering environments where companies can create life-changing therapies for patients. Breakthrough is led by an experienced management team with a proven track record investing, developing and operating best-in-class life science real estate. At Breakthrough, we seek to be a home for scientific discovery and innovation because we understand what scientists do, how they do it and why they do it. We are looking for an Executive Operations Associate or Coordinator to join our team to manage the day-to-day operations of our Los Angeles regional office. Reporting to the Executive Operations Manager, the Executive Operations Associate/Coordinator is critical to the success of our corporate business operations. The hired candidate is expected to provide extensive support to two Los Angeles based executives and general administrative support onsite and across departments in an ever-changing environment. Standard Executive Operations responsibilities include heavy scheduling, calendar/email correspondence, travel coordination, expense management, executive time-sheet management, among other ad-hoc support items. Office administrative functions include managing office aesthetics, maintaining office and pantry supply purchases, inventory management, meal ordering, office relocation coordination.

Requirements

Bachelor’s Degree
3+ years of experience working as an assistant, coordinator, or similar administrative support role
Excellent organizational skills with a keen eye for details and prioritizes punctuality
Excellent time management skills among competing tasks and deadlines in a rapidly changing environment
Kind and positive attitude with an ability to manage executive expectations
Self-starter who enjoys learning, asking questions, and working in a collaborative environment
Proven ability to follow-through on communication and manage up
Exceptional judgement, integrity, and social etiquette
Superb problem solving, written, and oral communication skills
Experience with standard office equipment, including computers, printers, phones, etc.
Proficient in Microsoft Office Suite

Nice To Haves

Knowledgeable about and/or interested in the life science and real estate development industries

Responsibilities

Approach general office organization and executive support with a positive attitude and a strong sense of urgency
Manage calendars and coordinate all executive scheduling while prioritizing confidentiality
Coordinate executive travel arrangements including itinerary creation
Manage executive administrative needs such as expense reimbursements and time tracking
Produce meeting agendas, reports and presentations
Assist with onboarding and offboarding employees
Manage administrative office needs (shipping/receiving and mail distribution, screening of incoming calls and visitors, maintenance of office aesthetics, tidying conference rooms, liaise with landlord and property management)
Curate, purchase and maintain stock of office supplies, equipment, and pantry items
Coordinate phone calls, video conference meetings, and in person meetings
Greet all guests, making positive first impressions for all new and potential clients, vendors, and staff
Contribute to the maintenance of the operations budget, including credit card reconciliations and processing executive expense reports
Collaborate cross-functionally and serve as point of contact amongst colleagues across all teams and at various experience levels
Contribute to the company’s cultural development through event planning and team building
Serve as a liaison between various vendors for regional operations
Be prepared to take on ad-hoc projects as needed