Executive Assistant

2 months ago

San Diego, United States Light Horse Therapeutics Full time

Light Horse Therapeutics is a small molecule drug discovery company based in San Diego, employing tools from chemical and computational biology, in conjunction with precision genome editing methods to identify functional/ ligandable sites on high value oncology protein targets for therapeutic intervention. Light Horse therapeutics was founded by leading academics Brian Liau (Harvard), Ben Cravatt (Scripps) and Nathanael Gray (Stanford) with initial financial backing from Versant Ventures and Mubadala Capital.


Position Overview:

We are seeking a highly motivated, detail-oriented, and adaptable Executive Assistant to provide comprehensive administrative support to our C-level executives and the entire Light Horse team. The ideal candidate is a proactive problem-solver with excellent communication skills, capable of thriving in a high-energy, rapidly changing environment. This role requires a hands-on team player who can effectively multitask and contribute to the success of the organization.


Essential Duties and Responsibilities

Administrative Support:

  • Provide seamless administrative support to C-Suite executives, ensuring smooth day-to-day operations.
  • Anticipate the needs of executives and proactively address them with minimal direction.

Calendar Management:

  • Plan, schedule, and manage meetings, conferences, BOD and BOD committee meetings, and Zoom/Teams calls, proactively resolving conflicts and acting as the gatekeeper for executives’ calendars.
  • Coordinate candidate interviews, including scheduling and logistics.

Travel Management:

  • Manage all aspects of domestic and international travel, including booking flights, lodging, ground transportation, and preparing detailed itineraries.

Meeting Coordination:

  • Organize and manage logistics for key company meetings, including leadership team meetings, all-hands meetings, and other critical events. This includes scheduling, invitations, document preparation, agenda creation, tacking of action items, and taking minutes.
  • Oversee the setup for virtual (Teams/Zoom) and in-person meetings, including room setup, catering, and AV requirements.
  • Coordinate external meetings, such as scientific advisory board and investigator meetings, managing all logistical aspects, including travel, accommodations, and vendor coordination.
  • Attend executive and leadership meetings, taking notes, and following up with action items.

Board of Directors Support:

  • Liaise with Directors and their assistants to schedule meetings, handle all logistics, and assist executives in drafting, editing, and finalizing and distributing confidential board materials.

Communication:

  • Manage internal and external communications, including responding to emails and telephone inquiries, drafting correspondence, and coordinating with board members and external stakeholders.
  • Collaborate with executives and web designers to maintain and update the company website.
  • Create, edit, and manage corporate presentations and meeting materials, supporting the company’s communication strategy.

Document Management:

  • Maintain and organize electronic records in SharePoint and Box, including legal documents and contracts.
  • Manage the setup and tracking of documents for signature (e.g., Docusign, Adobesign).
  • Provide access to scientific research papers to scientists and file them

Financial Administration:

  • Prepare and submit expense reports for executives, generate purchase orders, and assist in monitoring the office operational budget.

Office Management:

  • Oversee office operations, including managing office supplies, greeting visitors, and running errands as needed.
  • Collaborate with executives to develop seating plans and scout new facilities.
  • Greet visitors and receive deliveries

Hiring/Onboarding/Offboarding:

  • Coordinate the hiring process, including scheduling interviews and arranging travel for candidates.
  • Work with HR to ensure smooth onboarding and offboarding processes, ensuring everything is in place for new hires from day one.

Leadership and Culture Building:

  • Lead and organize company events, retreats, off-sites, and all-hands meetings, fostering a strong company culture.
  • Select and manage company swag, contributing to employee engagement and morale.
  • Act as a key player in growth planning, proactively addressing conflicting priorities and ensuring alignment across teams.

Confidentiality:

  • Handle sensitive and confidential information with discretion, maintaining the highest level of confidentiality at all times.


Qualifications

Experience:

  • 10+ years of administrative experience in a fast-paced, dynamic environment, with a proven track record of success.
  • Bachelor’s Degree required; experience in startups and/or the biotech industry is strongly preferred.

Skills:

  • Excellent communication and problem-solving skills, with the ability to anticipate needs and prioritize effectively.
  • Strong organizational skills, with a keen eye for detail and the ability to manage multiple tasks simultaneously.
  • Ability to perform well under pressure and in rapidly changing environments, bringing issues to resolution creatively and efficiently.
  • Professional maturity and experience in building collaborative relationships across all levels of the organization.
  • Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, SharePoint) and familiarity with SharePoint and Box.

Attributes:

  • A strong work ethic, commitment to continuous learning, and a proactive approach to personal and professional growth.
  • Ability to work on site Monday through Friday
  • Ability to work independently with minimal supervision, maintaining high standards of confidentiality and discretion.


We offer a competitive total compensation package, as well as working in a supportive team environment.


The anticipated salary range for candidates who will work in San Diego, CA is $90,000 to $130,000. The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the job, type and length of experience within the industry, education, etc.

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