Executive Assistant and Office Manager - Visus Therapeutics Inc.

Position Description

Overview

The Executive Assistant manages the day-to-day business activities for our Seattle office, including support for our leadership team and general office management. This key role helps to ensure our leadership team and office run as efficiently as possible. The role reports to the CEO and partners with our Irvine office to ensure our entire Visus team is well supported and our offices are running optimally. We're looking for a self-starter with exceptional customer service and a high-level of professionalism.

Responsibilities

Executive Assistant

• Provide administrative support to all Seattle team members, prioritizing executive needs while maintaining high levels of discretion, integrity, and judgment when handling highly confidential and proprietary materials

• Manage complex calendaring in multiple time zones

• Organize complex domestic and international travel arrangements and itineraries

• Assist members of our Board of Directors and advisory boards

• Build relationships and partner effectively with employees, consultants, and external partners

• Prepare and review confidential correspondence, reports, and presentations; coordinate the production, assembly, and distribution of presentation materials

• Attend meetings and record meeting minutes

• Plan and run both internal and external executive events, meetings (e.g., staff and all-hands), and off-sites

• Arrange for meeting rooms, food service, supplies, and other materials, as needed

• Write and edit key correspondence

• Manage filing of key corporate documents

• Arrange the drafting and execution of confidentiality and consulting agreements

• Build and define processes to manage/track administrative activities and help drive completion of key deliverables, analyses, reports, write-ups, etc.

• Records management, materials preparation, and other duties as required

• Provide support on special projects as needed

• Research / project work

• Manage file server, contracts, and reports

• Copy edit reports, presentations, and other written materials

General Office Management

• Ensure that the office runs smoothly daily by supporting all general office functions in a fast-paced environment

• Provide main reception coverage for phones and front office

• Provide administrative support to company team members including calendaring meetings and conference rooms

• Arrange travel, logistics, and itineraries for employees and guests as necessary

• Develop and maintain vendor and service provider relationships including printer repair, plant watering, etc.

• Office supplies/kitchen supplies – maintaining inventory/ordering

• Plan and execute company retreats, special events, office-wide meetings, office relocations, and other special projects

• Integrate new employees with necessary equipment and information

• Manage certain financial duties for the company such as credit cards, expense reporting, and billing; maintain company records and ensure filing systems are kept current, secure, and accurate

• Oversee and support all administrative responsibilities including equipment procurement and inventory, equipment setup, general office inventories, and office cleanliness and general maintenance

• Managing keys/access to office

• Develop and maintain a fun and friendly culture through small internal office activities (birthdays) and creating a warm, welcoming atmosphere in the office

Qualifications

• High School Diploma or GED required; Bachelor"s degree strongly preferred

• At least 5 years administrative experience supporting senior level executives; knowledge of biotech industry or start-up company environment is a plus

• Must be Microsoft Office savvy and have extensive experience managing Outlook calendars, video conferencing (MS Teams, Zoom), and creating/editing Acrobat and DocuSign documents.

• Strong organizational skills, meticulous attention to detail, outstanding critical and creative thinking and problem-solving skills with the ability to provide solid rationale for recommendations

• Excellent verbal and written communication skills; proficiency in copywriting and editing is strongly preferred

• Exceptional interpersonal skills – must be able to successfully build relationships with and provide a positive experience for Board members, senior leadership, colleagues, investors, visitors, etc.

• Must be able to balance taking minimal direction from others while operating independently to achieve results in a timely manner

• Must be able to work flexible hours to support multiple and competing demands of organization and senior leadership operating in multiple time zones

• Work is performed in an office or laboratory setting, subject to quiet or moderate noise.  Up to half of time is spent standing, walking, stooping or reaching with hands or arms.  Up to two-thirds of the time is spent using hands to finger, handle or feel objects, tools or controls.  The employee is frequently required to sit, talk, and hear.  Frequently required to lift up to 10 pounds; occasional lifting is required up to 30 pounds; seldom required to lift up to 50 pounds.  Specific vision abilities include close vision and the ability to adjust focus. The need to respond to competing needs or meet deadlines could cause stress at times. Equipment used includes personal computers, office machines, phone.