Administrative Assistant

ThinkCyte is a startup company that developed a disruptive new technology named Ghost Cytometry (GC) which combines high-speed imaging and machine learning to analyze and sort target cells based on morphological and imaging phenotypes in high-throughput mode by flow. The cutting-edge flow cytometry instruments integrating GC technology empower researchers and professionals to advance scientific discovery and improve healthcare outcomes.

Our US headquarters are located in the beautiful and vibrant Redwood City, CA. With our ideal location in the heart of Silicon Valley, we are surrounded by leading biopharma companies, prospective biotech startups, and world-class research institutions, fostering a collaborative and innovative work environment.

Responsibilities

• Work onsite for 20 hours per week. Ideally, 10 am - 2 pm every weekday.
• Conduct daily administrative roles and support.
• Answer and direct phone calls.
• Provide general support to visitors, such as managing and receiving visitors, including coordinating with building security.
• Manage office and breakroom supplies and place orders as needed. 
• Schedule conference rooms as needed.
• Keep office and breakroom clean and well-maintained. 
• Liaise with a landlord, a janitorial company, and other external vendors for admin-related work.
• Receive delivered packages and mail and pass them to an appropriate person.
• Update, maintain, and coordinate office policies, procedures, and activities.
• Set up and maintain an internal portal site for office policies and procedures.
• Assist on-boarding process for new hires; a laptop set-up, IT provisioning coordination, security badge arrangement, building access coordination, ordering business cards, etc.
• Address occasional local errands.
• Performs other related duties and assignments as required
• (Handle, administer, and manage corporate/confidential commercial documents.)
• (Maintain the governmental business licenses and handle a notice from local governments as needed.)
• (Receive IT-related questions, issues, and requests from employees and address them with the IT team. )

Required Skills and Experience Requirements:

• Ability to establish positive and professional relationships with all levels of management and staff.
• Strong proficiency in Microsoft Office suite (Word, Excel, and Powerpoint) and Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, and Slides)
• Strong technical aptitude - familiar with applications and equipment, including video-conferencing equipment (Zoom, Teams, etc.) and web-based platforms.
• Ability to multi-task, prioritize, and meet required deadlines in a fast-paced, time-sensitive environment.
• Proven initiative and efficiency.
• Proven attention to detail and experience with exercising good judgment.
• Proficient with standard office equipment (photocopiers, printers, etc.).
• Ability to handle highly confidential information with discretion.
• Flexibility to manage regular changes.
• Proven ability to work harmoniously and collaboratively.
• Capability to communicate effectively across cultures – e.g., coordination with the headquarter in Japan (in English)

*We participate in E-Verify.