Office Manager & Executive Assistant

MEDRhythms•Portland, ME

45d•Onsite

About The Position

MedRhythms is looking for an adaptable, detail-oriented, and proactive person to be the glue that keeps our team connected, engaged and running smoothly. This role is perfect for someone who loves variety - no two days will look the same. As our Office Manager & Executive Assistant you will wear many hats, including; managing daily office (and virtual office) operations, supporting executive leadership, organizing company events, and jumping in to help with various cross-functional projects. You are someone who thrives in a fast-paced, startup environment and is energized by constant change. If you're the kind of person who thrives on getting things done, loves solving problems, and wants to work with great people - this is your place. You will work in person from the downtown Portland, Maine office, Monday - Friday, with flexibility to work remotely on an occasional basis and will report to the Head of People & Culture. Compensation will be in alignment with market data, commensurate with experience, skills and qualifications, and a combination of salary and bonus potential. The Total Compensation package for full time employees includes many factors; base pay, bonus, stock options, health insurance, paid time off and various other benefits.

Requirements

Two to three years' experience working in an office setting
Proficient in (or ability to learn rapidly), Google Workspace and various systems (Zoom, DocuSign, Slack, Confluence/Atlassian etc.)
Quick learner, stays up to date with and has a high comfort level with technology and operating in multiple systems
Exceptional organizational skills and high attention to detail
Experience with and proven track record of strong writing and communication skills
Approachable, friendly and inviting demeanor
Agile and flexible in work approach

Nice To Haves

Experience in the healthcare or pharmaceutical industry, with knowledge of regulatory requirements and compliance standards
Familiarity with digital therapeutics or medical devices
Executive assistant tasks and experience working with executives and/or a board of directors
Experience working in a startup, with the ability to adapt to change and navigate ambiguity

Responsibilities

Manages the Portland, Maine office operations including the efficiency and functionality of the office to best-suit employee needs and reflect company culture. Act as a main point of contact for external office-related matters including working with building management and contractors, and providing access to resources and materials. Office related tasks include but are not limited to; managing office supplies, shipping and deliveries, mail and deposits, equipment procurement and inventory.
Works as a key contributing member of the People & Culture department to support the growing, dispersed workforce. Maintains and fosters the environment and systems that support the MedRhythms cultural pillars: unwavering commitment to people first, excellence always, and being action-focused.
Works closely with executive leadership to provide administrative support and complete, as needed, special projects including initiatives related to the board of directors.
Planning and execution of company events both in and outside of the office, organizes logistics for quarterly board meetings held remotely and in-person.
Based on background, experience and interest a portion of this role will also include cross functional projects which may be in partnership with various departments; People & Culture, Marketing, Conferences and Trade shows, Regulatory and Compliance, IT, Manufacturing, Customer Support, or Operations.

Benefits

Meaningful, purpose driven work on a life-changing product
Collaborative, supportive, smart and fun team
Competitive compensation and benefits: Medical, dental, vision, disability, stock options, bonus potential, paid parental leave
Generous paid time off: Unlimited vacation, sick and volunteer time off
Downtown Portland, Maine office: Inviting office in the heart of the Old Port

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