Office Manager & Executive Assistant
San Diego, CA (On-site) /
People Operations – People Operations /
Full-Time
/ On-site
When you’re on a mission to cure disease & save lives, every moment matters. So we’re adding an Office Manager and Executive Assistant to manage those moments. Someone who’ll work alongside our CEO to keep our offices in San Diego and Oxford on track.
You’ve already managed and maintained executive schedules, keeping individual calendars and team schedules in perfect sync with one another. And you’ve managed multiple global offices, from day-to-day queries to long-standing vendor relationships. And you’re confident in your communications, regardless of target audience - you know how to get things done.
Based in San Diego and reporting into our CEO, Paul Scagnetti, your responsibilities will include:-
- Overseeing all daily office functions, ensuring the organization and staff have a satisfying work environment
- Serving as the first point of contact to answer, screen and transfer incoming calls as well as office visitors
- Responsibility for all office-related vendor management
- Coordinating logistics and preparing meeting materials
- Coordinating domestic and international meetings
- Maintaining ONI Office files and records - we use Google Suite and MS Office - as well as updating our contacts central database
- Working with the Vice President, People, coordinate all staff activities such as brown bag luncheons, volunteer activities, social engagements and holiday celebrations, and event planning assistance to the Marketing teams as needed for other events
- Providing administrative support to CEO in order to increase his availability for executive level responsibilities
- Coordinating CEO’s travel itineraries, flights, hotel accommodation, rental car and other travel need
- Completing monthly expense reconciliation for CEO’s corporate credit card and out of pocket expenses
- Prepare presentation and cost/benefit analysis as neededSecuring appropriate signatures and track documents through the approval process on behalf of CEO
- Serving as the primary liaison with ONI’s IT team regarding office matters
To be successful you’re going to need to be detail-oriented and proactive, ensuring nothing slips through the cracks or is overlooked. With offices on either side of the globe, you’ll also need to be comfortable operating across a range of timezones. And you’ll need to keep business priorities balanced with empathy for individual schedules. We’re in the business of using details to solve problems - and fast - and this role is all about the details.
If you’re looking for a role where you can help cure disease - in an efficient and coordinated way - then we should talk. You can kick that off by applying here
