Job details

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.

$46 - $53 an hour

Gator Bio Glassdoor Company Review

4.0

Gator Bio DE&I Review

5.0

CEO of Gator Bio

Unknown name

Approve of CEO

Average salary estimate

$103000 / YEARLY (est.)

min

max

$96000K

$110000K

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What You Should Know About Executive Assistant, Gator Bio

Gator Bio, the pioneering leader in Next Generation Bio-Layer Interferometry (BLI) biosensor technology, is on the lookout for a dedicated and friendly Executive Assistant to enhance our team in Palo Alto, CA. In this dynamic role, you’ll have the unique opportunity to work closely with our Chief Executive Officer and other leadership team members, providing essential administrative support that keeps our operations running smoothly. Your daily tasks will include managing the CEO's calendar, organizing meetings, and preparing relevant reports to ensure everything runs seamlessly. You’ll also juggle project management responsibilities, tracking key initiatives and keeping leadership informed. On top of that, you'll coordinate exciting company events from Lunar New Year celebrations to our annual Holiday Party, making our workplace not only productive but also vibrant and enjoyable. Maintaining relationships with external vendors and overseeing facility operations will be key parts of your role too, ensuring our work environment is conducive to innovation and collaboration. To thrive in this position, you’ll need a Bachelor’s degree and 5-7 years of executive assistant experience. Exceptional organizational skills and a strong attention to detail are crucial, along with the ability to maintain confidentiality and manage multiple tasks with grace under pressure. If you're a proactive individual looking to make an impact in a cutting-edge bio-technology firm, we can’t wait to hear from you! The pay for this role ranges from $46 to $53 per hour.

Frequently Asked Questions (FAQs) for Executive Assistant Role at Gator Bio

What are the main responsibilities of the Executive Assistant at Gator Bio?

The Executive Assistant at Gator Bio plays a crucial role in providing administrative support by managing the CEO's calendar, scheduling meetings, and tracking key company initiatives. You'll be responsible for organizing company events and ensuring daily office management tasks are executed smoothly, which helps our leadership focus on driving innovation in biosensor technology.