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Executive Assistant
1 month ago
We are seeking a highly motivated and detail-oriented Executive Assistant to provide comprehensive administrative support to our C-level executives and the entire Light Horse team.
Key Responsibilities:- 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.
- 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.
- Manage all aspects of domestic and international travel, including booking flights, lodging, ground transportation, and preparing detailed itineraries.
- 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, tracking 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.
- 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.
- 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.
- 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.
- Prepare and submit expense reports for executives, generate purchase orders, and assist in monitoring the office operational budget.
- 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.
- 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.
- 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.
- Handle sensitive and confidential information with discretion, maintaining the highest level of confidentiality at all times.
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.
