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Executive Assistant and Office Operations Manager
2 months ago
We are collaborating with Hlx Life Sciences, an innovative Biotech start-up, in search of their inaugural Executive Assistant and Office Operations Manager. This pivotal role involves providing support to the leadership team, including the CEO, CFO, and Heads of Department, while ensuring the seamless operation of the office.
The organization boasts robust financial support and presents a significant growth opportunity for an individual who aspires to eventually lead the administrative team.
This position is primarily office-based, requiring attendance four days a week, with the flexibility of working from home on Fridays. In exchange for your expertise, you will receive a competitive starting salary, performance bonuses, 25 days of annual leave plus public holidays, and additional benefits. There are numerous opportunities for professional growth and development.
Key Responsibilities:
- Daily Operations: Organize daily schedules, coordinate video and conference calls, and manage audiovisual setups.
- Board Administration: Maintain the Board's calendar, prepare and distribute Board materials, and oversee room reservations.
- Travel Coordination: Plan and manage both local and international travel arrangements, including complex itineraries and adherence to travel policies.
- Document Management: Handle correspondence, file legal documents, and prepare monthly expense reports.
- Office Management: Supervise daily office functions, address building issues, and liaise with IT and external service providers. Implement and manage contracts for office services and supplies while maintaining budgetary constraints.
- Human Resources & Facilities: Assist with the onboarding and offboarding processes, manage office fit-out projects, and ensure compliance with health and safety regulations. Act as the central point of contact for business needs, aligning with company culture and values.
The ideal candidate will possess a minimum of 5 years of experience as an Office Manager or Executive Assistant, preferably within a Biotech or Pharmaceutical environment, or in a small company/start-up setting where they have successfully implemented processes to facilitate business growth and expansion.
This role requires a capable individual who can effectively balance the day-to-day responsibilities of office management while providing essential support to the executive team.
