Executive Assistant

Gator Bio, the leading developer and manufacturer of Next Generation Bio-Layer Interferometry (BLI) biosensor technology and services utilized by life science researchers within the biopharma, drug discovery, pharmaceuticals and biotherapeutics. Headquartered in Palo Alto, CA, we provide BLI label-free solutions involving instrumentation, software, and consumables utilized for measuring real-time biomolecular interactions. General applications include quantitation, kinetic analysis, and epitope binning. Our mission is to simplify and accelerate biological analysis for biotherapeutic research and development. 

We are looking for an executive assistant to partner with leadership, manage facilities, plan company events, and fulfill office administration and management tasks. This position will report to the Chief Executive Officer. 

Responsibilities

• Administrative Support 
• Support executive team with daily schedule and duties. 
• Manage the CEO’s calendar and appointments. Create and share reports with leadership. 
• Schedule meetings, record meeting minutes, review presentations, and prepare agendas. 
• Project management: assist in tracking progress on key company initiatives, providing updates and insights as needed. 
• Oversee daily office management tasks including sorting and distributing mail, answering phones, responding to emails, receiving visitors, and responding to needs.
• Order and organize weekly office supplies, snacks, drinks, and Keurig pods. 

Event Planning 

• Coordinate, plan, and execute corporate events, including, but not limited to: Lunar New Year, Halloween, Diwali, Holiday Party, etc. 
• Assist managers with building the agendas, schedules, and logistics for annual remote meetings and trainings. 
• Cater food and coffee for meetings, business dinners, and remote staff as necessary. 
• Maintain and monitor the designated budget for supplies, food, lunches, and events. 

Facilities 

• Maintain relationships with external vendors and property management, Longfellow, for all facility needs. Act as the liaison for communication between internal staff and external vendors. 
• Oversee operational business needs such as building security, electrical/maintenance, repairs, janitorial service, and HVAC. 
• Corresponding with lawyers for patents/intellectual property assignments. 
• Confidentiality Maintenance: Handling sensitive information with discretion, adhering to company policies. 
• Any additional duties as assigned. 

Requirements

• Bachelor’s degree in business administration or relevant field. 
• 5-7 years’ experience in an executive assistant role. 
• Exceptional organizational, multitasking, and time-management skills. 
• High level of integrity, confidentiality, flexibility, and action oriented. 
• High attention to detail, excellent organizational skills, and ability to multitask. 
• Excellent interpersonal,, verbal, and written communication skills. 
• Ability to remain calm, respectful, and professional at all times, especially under high stress situations. 
• Proficient with Microsoft Office Suite, especially Outlook calendar management.