Executive Assistant

3 weeks ago

Gaithersburg, United States Arcellx Inc. Full time

Arcellx is seeking a polished and professional Executive Assistant & Office Manager (EAM) to be a highly impactful and influential coordinator of our Gaithersburg, MD headquarters. This exceptionally motivated and confident person will be the administrative manager for much of the Senior Leadership Team, including the Chief Operating Officer, Chief Medical Officer, and other senior executives; will host visitors to the office and represent Arcellx at a high level, including the Board of Directors; and will ensure trustworthy day-to-day administrative and facilities reliability. This position will also be responsible for overseeing facilities operations, managing office area vendors, purchasing supplies, and maintaining space allocation (i.e., seating) including acquisition of office equipment and furniture.

Key Responsibilities & Performance Objectives:

* Provide administrative support and planning, including company meetings and events.
* Manage executives' calendars, track expenses and prepare expense reports for reimbursement, and book travel, as necessary.
* Host visitors to the office site, including members of the Board of Directors, business partners, research collaborators, and job candidates.
* Support other functional areas and members of the organization's leadership team with special projects, as needed.
* Monitor and purchase office supplies, equipment, and electronics, as requested. Coordinate facility furniture purchases and installation.
* Coordinate with vendors to order and maintain kitchen supplies and equipment.
* Coordinate with property manager to oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
* Liaise with facility landlord.
* Monitor office premises and responds to security issues if they arise.
* Update and maintain vendor preventative maintenance and annual contracts.
* Point of contact for cleaning services.

Qualifications & Competencies:

* Bachelor's degree in Business or related discipline preferred.
* Proven success in an Executive Administrative capacity supporting and/or frequently interacting with C-level and/or senior-level executives.
* Experience supporting office operations or other significant relevant experience.
* Highly professional demeanor, excellent interpersonal skills, superior written and oral communications skills.
* Demonstrated ability to oversee facility maintenance.
* Ability to work both independently and as part of a team and to manage multiple activities simultaneously.
* Excellent computer skills; proficient or advanced skill in Microsoft Suite (Word, Excel, PowerPoint, and Outlook).
* Experience using Concur and NetSuite.
* Willingness to take on additional responsibilities and ability to prioritize work on multiple projects and establish, track, and meet deadlines.
* Demonstrated ability to effectively handle confidential information.

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