Office Administrator / Executive Assistant

The Role: Office Administrator / Executive Assistant

Location: Menlo Park, CA

Full-time

Office Manager / Executive Assistant 

Our Client is an exciting women’s healthcare company developing a patented technology to reduce maternal mortality and morbidity caused by postpartum hemorrhage (PPH), the leading cause of maternal mortality.

Our client is looking for an experienced Office Manager to support the CEO and team in bringing this important technology to market. This is a great opportunity to join an exciting startup company that has the potential to save the lives of millions of women around the world. 

The role:

As our first Office Manager/ Executive Assistant you will have an impact on the entire team’s productivity. You will provide superb executive assistance support to the CEO, ensure the smooth running of the office and have an important role in building a sense of community. Some of the responsibilities are listed below:

Take initiative in providing day to day administrative support to the CEO to ensure she is organized and always well prepared for meetings, including, but not limited to:

  • Calendar and travel management 

  • Assist with finalizing and refining presentations and other documents 

  • Board and other meeting logistics (space, technical requirements and support, supplies, agendas, invitations)

  • Assist with preparations for investor diligence requests

  • Own the smooth running of the office:

  • Be the go-to persona and main point of contact for all office needs 

  • Interface with vendors and suppliers (building management, janitorial, IT, office supplies, food, snacks, etc.) – you will be proactive in making sure that everyone on the team has the tools and support to work productively in a fast paced professional office environment

  • Prepare for onboarding of new employees

  • Travel coordination and management

  • Administrative support to HR, Legal/Patent and Finance

  • Organization of electronic and hard-copy files (DropBox)

  • Management and coordination of meetings and events

  • Plan and coordinate company events, celebrations and similar

  • Be and stay positive! 

What we are looking for in you: 

  • Experienced Office Manager / Executive Assistant who will bring their top notch skills, flexibility and can do attitude 

  • A self starter, who proactively identifies projects, areas for support and a better way of doing things as this start-up company grows

  • Highly organized and detailed oriented

  • Great communicator (written and verbal) with strong computer skills and work productivity/sharing tools (Microsoft Office Suite, DropBox etc.)

  • Basic AP skills with experience using QuickBooks

  • Bachelor’s degree with experience in fast-paced and dynamic start-up environments