Executive Office Coordinator
3 weeks ago
Hlx Life Sciences is seeking a dedicated and proactive Office Manager to support our executive leadership team. This pivotal role will ensure the seamless operation of our office environment while providing essential assistance to the CEO, CFO, and department heads.
As a key member of our vibrant and welcoming team, you will be instrumental in shaping the administrative functions of our organization from day one.
This position is primarily office-based, with a flexible work-from-home arrangement on Fridays. It offers a unique opportunity for you to take ownership of your role and contribute significantly to our growth.
Key Responsibilities:
- Schedule Management: Effectively coordinate and manage the calendars of senior executives, including organizing meetings and handling communications.
- Daily Operations Support: Facilitate daily activities, coordinate virtual meetings, and ensure all necessary technical setups are in place.
- Meeting Logistics: Organize meeting spaces, prepare for visitor arrivals, and arrange catering for internal gatherings.
- Board Support: Maintain the schedule for board meetings, prepare necessary documentation, and manage room reservations.
- Travel Arrangements: Coordinate both domestic and international travel, including complex itineraries and adherence to travel policies.
- Document Management: Oversee correspondence, file important documents, and manage expense reporting.
- Office Operations: Supervise daily office functions, address facility issues, and liaise with IT and external service providers.
- Vendor Management: Develop and oversee contracts for office services and supplies, ensuring budget compliance.
- Human Resources & Facilities: Assist with onboarding and offboarding processes, manage office layout, and ensure compliance with health and safety regulations.
- Central Point of Contact: Act as the primary resource for business needs, embodying the company’s culture and values.
Qualifications:
- Proven experience in a Biotech or Pharmaceutical setting, or within a small business/startup where you have successfully implemented growth-oriented processes.
- A minimum of 5 years of experience as an Office Manager or Executive Assistant, demonstrating the ability to manage daily office operations while supporting executive leadership.
We look forward to discussing this exciting opportunity with qualified candidates.
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