Executive/Personal Assistant & Office Manager

Ossium Health

Operations

San Francisco, CA, USA

Posted on Tuesday, September 17, 2024

Ossium’s mission is to improve the health, vitality, and longevity of human beings through bioengineering. We develop, manufacture, and bank cell therapy products that apply the power of stem cell science to revolutionize treatment for patients with blood, immune, and orthopedic diseases. At Ossium, we empower our employees, maintain the highest standards of operational excellence, and are a force for good.

About the Job

We’re hiring an Executive/Personal Assistant & Office Manager to provide critical administrative support for our founder CEO and office support for our growing San Francisco office!

Your primary responsibility will be working closely with the CEO across a wide range of topics and duties. This is a great opportunity for someone looking to leverage a background in service/retail and transition into an office position.

This role will set the stage for a positive experience in the office for all. You will act as the first point of contact for visitors, oversee day-to-day office operations, and ensure the office is clean, well-stocked, and welcoming. We are looking for someone who is consistently punctual and shows up with a positive attitude.

Required Qualifications

5+ years of work experience
Strong interpersonal skills, able to strike a balance of professionalism and friendliness
Excellent written and oral communication skills
Enthusiasm for working in a demanding, fast-paced environment and an ability to independently develop solutions to problems as they arise
Strong organizational skills, including the ability to set priorities, handle multiple tasks, and organize time effectively
Comfort with the large variety of unpredictable tasks common at start-up
This position is based in our San Francisco office; Hours are Monday - Thursday, 7:30 am - 4:00 pm, and 7:30 am to 2 pm on Fridays.
- Most of our SF staff is onsite Monday - Thursday and remote on Fridays, and the Office Manager will take advantage of the quiet to handle deliveries, answer phone calls, maintain office cleanliness, restock items, and run errands for the CEO

Key Responsibilities

In this role, you’ll provide support across three main areas:

Executive Assistance (~50%)

Provide general leverage and support to the CEO, including managing a broad range of internal and external projects as required in a startup environment
Ownership of the CEO’s business calendar: foresee scheduling conflicts, anticipate issues, communicate consistently (internally with the team and externally with customers, high-level business partners, investors, OPO partners, and YPO members) and ensure efficiency
Maintain a high level of confidentiality at all times both internally and externally
Manage administrative functions including screening phone calls and proofreading documents, processing and managing expenses for the CEO
Facilitate tactful communication with high-level business partners
Help in the planning and execution of logistics for meetings, trainings, special events and travel
Book CEO business travel
Assist with planning internal/external events (leadership retreats, company holiday parties, conferences)
Order and/or pick up lunches for CEO; making tea and coffee for CEO

Personal Assistance (~20%)

Assist the CEO with tasks such as scheduling personal appointments (e.g. doctor’s appointments, haircuts, etc.) and booking personal travel
Track personal milestones and order gifts (e.g. birthdays, anniversaries, etc.)
Personal activity planning and reservations

Office Management (~30%)

Open up the office by 7:30 AM each day, disarm the alarm, empty the dishwasher
Handle administrative tasks such as answering calls, filing, scanning mail, errands to postal office/shipping arrangements, sending out virtual birthday cards
Take out the trash bins and be able to carry the bins up and down the stairs
Monitor office supplies inventory and place orders, making sure we never run out of supplies
Manage team lunches, make coffee, and restock the company kitchen, set up treats to be delivered for meetings and birthdays
Plan and organize SF monthly happy hour
Greet visitors, manage candidates' onsite interviews, and answer the company's main line to direct calls/take messages
Support meeting and conference room needs: maintain office cleanliness and make sure conference rooms are clean, tidy, stocked, and that trash is removed every day

Physical Requirements

Must be able to lift, push, pull and/or carry up to 35 pounds
Must be able to sit or stand for long periods of time. Regularly required to sit, stand, walk, climb, stoop, kneel, crouch; use hands to handle or feel; and reach with arms.
Must be able to report to the office by 7:30 AM daily

In your first three months, some projects you’ll work on include:

Working closely with the CEO to manage his calendar including internal and external meetings, e.g. investors, business partners, and clinics
Ensuring the office environment is welcoming and well-stocked
Arranging and setting up team monthly happy hours

The annual salary range for this role is $80,000 - $110,000 annually. Ossium Health takes a market-based approach to pay. The successful candidate’s starting salary will be determined based on, but not limited to, job-related skills, experience, qualifications, and market conditions. This range may be modified in the future.

We offer a full slate of employee benefits including:

Stock options
401(k) matching
Medical, dental and vision coverage
Four weeks of PTO accrued (vacation & sick time) annually + 11 company holidays
Employer paid life insurance and long term disability
Gym membership/recreational sports reimbursements

Ossium provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or gender expression. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Principals / direct applicants only please. Recruiters, please do not contact this job poster.

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Executive/Personal Assistant & Office Manager