Office Manager & Executive Assistant

Pattern Bioscience•Austin, TX

4d•Onsite

About The Position

At Pattern Bioscience, we’re tackling antibiotic resistance, one of the biggest public health challenges of our time. We use machine learning and microfluidics to quickly recognize the bacteria causing an infection and to predict which drugs will cure the infection. We are looking for an empathetic, detail-oriented, proactive and highly dependable Office Manager & Executive Assistant to join our team. In this dual role, you will provide high-level administrative support to our executive team while ensuring the smooth operation of our office. If you thrive in a fast-paced environment, problem-solve with creativity, love supporting others, and wearing multiple hats, this role is for you.

Requirements

Embrace the details and believe the small things make a difference, nothing slips through the cracks for you
Proactively look for ways to make things better
Practice good judgement and discretion about urgency, prioritization, and addressing problems
Communicate clearly and succinctly, with excellent grammar and syntax, adjusting your style as needed for the situation
Have a positive, enthusiastic, and “can-do” attitude
Build strong, collaborative relationships across all levels
Manage your time well to meet varied deadlines
Invest in your own development and learning
Can be flexible with your schedule as needed to support events, executives, or urgent office matters
3+ years of combined office management and executive assistant experience
Proficiency with Microsoft Office 365 and SharePoint, especially Outlook Calendaring and Teams, and other software tools for scheduling

Nice To Haves

Experience with scheduling for interviews and using recruiting tools a plus

Responsibilities

Receive visitors and ensure needed supplies and meeting rooms are ready for them
Maintain a clean, organized, and productive environment (including regular tidying) and stocked snack and beverage area
Work with building and IT vendor staff to address facilities concerns (repairs, HVAC, internet availability, etc.)
Coordinate catering for team gatherings
Ensure A/V setup in conference rooms and main office area for townhalls aligns with meeting needs
Plan and executive company events that deliver opportunities for team connecting and celebration
Support Finance with time tracking support
Provide additional operational and project support as needed to enable overall business and People & Culture initiatives
Manage calendars, schedule meetings, and coordinate travel arrangements for executives and visitors traveling from outside Austin
Prepare and edit correspondence, presentations, and reports
Coordinate and facilitate communication between the CEO and internal/external stakeholders.
Handle confidential information with discretion and professionalism