Executive Administrator

3 weeks ago

Menlo Park, United States Octave Full time

Executive Administrator


At Octave Bioscience, we recognize the pivotal role of our Executive Administrator.


We are seeking an exceptional professional to join us in this integral position. The ideal candidate will embody professionalism, responsiveness, and a strong sense of ownership. They will excel in maintaining strict confidentiality, demonstrate a polished presence for working with Board members and investors, and possess exceptional communication abilities. This multifaceted position combines high-level executive assistance and meticulous office management. We're looking for a versatile, detail-oriented individual who can adapt swiftly to changing priorities while maintaining the highest standards of excellence in all aspects of their work.


Key Responsibilities:

Executive Assistance

  • Manage complex calendars and schedule meetings for C-level executives, ensuring efficient use of time and resources.
  • Prepare and distribute agendas, presentations, and materials for executive and board meetings.
  • Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reports.
  • Draft, proofread, and edit high-level correspondence, reports, and presentations.
  • Act as a liaison between executives and internal/external stakeholders, maintaining professional relationships.
  • Manage confidential and sensitive information with the utmost discretion.


Board and Investor Relations

  • Prepare and distribute board meeting materials, ensuring all documents are accurate and professionally presented.
  • Coordinate logistics for board meetings, including venue selection, catering, and technology setup.
  • Assist in the preparation of investor presentations and reports.
  • Maintain a database of board member and investor information, ensuring all contact details are up to date.
  • Build and maintain relationships with Board Members' administrative teams to facilitate coordination of Board activities and ensure strong communication channels.


Office Management

  • Oversee day-to-day operations of the office, ensuring an efficient and comfortable work environment.
  • Manage office supplies inventory, placing orders as needed and maintaining budget adherence.
  • Build a relationship with Octave's property management team to address maintenance issues.
  • Oversee office space planning and support office lease activities.
  • Organize and maintain filing systems, both physical and digital, ensuring easy access to important documents.
  • Support the planning and execution of company events, team-building activities, and meetings.
  • Develop and implement office policies and procedures to improve efficiency and productivity.


Communication and Administrative Support

  • Manage incoming and outgoing correspondence, prioritizing and responding to inquiries as appropriate.
  • Develop and maintain internal communication channels, such as newsletters or intranet updates.
  • Create and maintain standard operating procedures (SOPs) for administrative processes.
  • Assist in the onboarding process for new employees, ensuring they have the necessary resources and information.
  • Coordinate cross-departmental projects and initiatives as needed.


IT Support (back up to current team, as needed)

  • Provide first-level IT support for common issues, troubleshooting hardware and software problems.
  • Coordinate with external IT vendors for more complex technical issues and system upgrades.


The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. They will be proactive, resourceful, and able to work both independently and as part of a team. Strong proficiency in Microsoft Office Suite, Google Workspace, and other relevant software is essential. A bachelor's degree and 5+ years of experience in a similar role are preferred.

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