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Sr. Office Administrator

4 months ago

Seattle, United States Mozart Therapeutics Full time
Mozart Therapeutics is a biopharmaceutical company located in Seattle, WA, focused on developing novel immune engagers that specifically target a subset of T lymphocytes to delay the onset and ameliorate the pathology of autoimmune disease. You will be a motivated, creative, and experienced individual who is excited about pioneering science and drug development, and who is passionate to bring your expertise to advance Mozart's mission to develop successful clinical drugs.

SUMMARY: The Sr. Office Administrator will provide support to Mozart Staff including administrative tasks, coordination of facility services, planning and executing events, and general office management. This position is the first point of contact for employees, vendors, consultants, and building management and is responsible for helping to ensure a high functioning, safe, and positive environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT:
  • Executive Leadership and Functional Teams:
  • Provide routine and complex administrative support to Executive Leadership Team, and Functional Teams.
  • Maintain individual executive and corporate calendars, including scheduling, coordinating, and handling logistics for Board meetings, Staff meetings, Scientific Advisory Board meetings and other meetings requested.
  • Coordinate domestic and international travel, process expense reports, and assist with management of budget needs.
  • Human Resources:
  • Support recruiting efforts by scheduling interviews with candidates using applicant tracking software, coordinating collection of candidate paperwork, travel, accommodation, and meals, troubleshooting connection problems occurring during interview schedules.
  • Assist with new hire onboarding, coordinating first day schedule, supplies and desk set up.
  • Assist with development and execution of company surveys, synthesize survey data and create presentations to share results.
  • Manage employee learning in Paylocity.
  • Other:
  • Liaise with Legal to route documents for signature, help maintain legal contract database to ensure that all fully executed agreements are filed and copies are provided to Legal and Finance teams; alerts contract owner to expiring agreements.
  • Maintain company intranet; facilitate building additional functionality with vendor.
  • Manage and fulfill requests for scientific publications.
  • Respond to multiple complex information requests, providing guidance to others and ensuring the appropriate information is delivered to the right recipient(s)
  • Balance several projects and tasks simultaneously with minimal error while meeting urgent deadlines, remaining organized and focused in a dynamic environment.

FACILITIES AND OFFICE MANAGEMENT:

Facilities Management:
  • Work with Building Management on facility related issues, attend quarterly meetings with building management and communicate changes/events to employees.
  • Manage employee access to the building, building amenities, and Mozart suite; manage company parking spaces in coordination with Finance department.
  • Coordinate repairs and maintenance with service providers and internal teams.
  • Serve as the Secretary for the Safety Committee and the chair of the Lab Ops group.
  • Receive, unpack, and notify lab personnel when laboratory supplies arrive.

Office Management:
  • Act as first point of contact for the company, including greeting and assisting visitors, handling phone calls, company email, mail, inquiries, courier packages and all deliveries during hours of work.
  • Prepare the office space for use by others. This includes monitoring/tidying up the kitchen, conference rooms and copy/print area. Maintain general office/copy/kitchen supplies. Order and replenish supplies in a proactive manner.
  • Order office furniture, and accessories as needed.
  • Coordinate corporate swag, including purchasing and maintain inventory.
  • Manage coffee and janitorial service accounts.

EVENTS MANAGEMENT:
  • Participate in the Social Committee, managing and coordinating corporate events, including organizing details with outside vendors, presenting event proposals to the Leadership Team, coordinating event logistics, set up, and clean up and managing events budget.
  • Drive and cultivate culture and community within the team.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES:
  • Demonstrated experience working effectively in a fluid and quickly changing work environment. Must have a positive attitude and can-do approach to work.
  • Highly effective prioritization, organizational skills, and attention to details.
  • Ability to exercise judgment and discretion with highly confidential information.
  • Must have excellent interpersonal and communication skills and work well in collaborative team environment.
  • Advanced skills in a variety of administrative tasks, facilities coordination, meeting and event planning, database upkeep, mailing/courier service, and purchasing supplies.
  • Advanced skills in MS Office: Outlook, Word, PowerPoint, Excel & Endnote, SharePoint, Teams and Zoom, calendar applications.

EDUCATION AND EXPERIENCE:
  • BA/BS degree preferred. High school diploma or equivalent
  • 4-6 years previous relevant work. Experience working for a biotechnology company preferred.

The salary range is $67,965 min to $103,035 max. Fully qualified candidates will be paid in proximity to the salary range mid-point.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

This position primarily works in an office environment. Daily use of a computer and other computing and digital devices is required. This position may require work before or after normal working hours (8am - 5pm) during the work week and on weekends. While performing the duties of this job, the employee is regularly required to sit, stand, walk, and talk or hear. This position requires fine motor movements in fingers/hands to operate computers and other office and lab equipment. This position also requires the ability to bend, stoop, kneel, reach, and frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 75 pounds.

The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods. Reasonable accommodation may be made for those individuals with real or perceived disabilities to perform the essential functions of the job described.

We offer our employees competitive compensation including annual performance bonuses and stock option grants. The pay wage range shown is based on the job posting's primary location. Actual compensation packages are based on a wide array of factors, including but not limited to skill set, experience, certifications, and location, in addition to internal equity and alignment with market data. Benefits, including paid vacation, paid sick leave, paid holidays, and paid time off between Dec 25 and Jan 1, medical, dental and vision insurance, life insurance, 401(k) with company matching and stock options. All benefits are non-contractual and may be amended, terminated, or enhanced as Mozart Therapeutics deems necessary. We are an equal opportunity employer.