Administrative Assistant

Office based – San Diego, CA

About IconOVir

IconOVir Bio is a preclinical-stage biotechnology company pioneering the next generation of oncolytic virus therapy to improve the treatment of patients with cancer. The Company’s proprietary oncolytic virus platform is based on technology developed by scientific founder Clodagh O’Shea, Ph.D., of the Salk Institute. It is designed to address key limitations of first- and second-generation oncolytic viruses and provide a personalized therapy for cancer patients.

Summary of Position

We are seeking a highly organized and motivated Office Assistant to own our daily office operations. The ideal candidate will need to be flexible, self-motivated, detail-oriented and have the ability to work cross-functionally between many departments. Ultimately, the candidate will contribute to the efficiency of our business by providing personalized and timely support to department members.

Essential Duties and Responsibilities

  • Oversee general office functions such as:
    • Manage and maintain office and breakroom supplies
    • Organize and maintain office common areas making sure they are stocked, clean, functioning, and present a professional appearance at all times
    • Manage reception: emails, phone duties, greet and assist visitors at the front desk
    • Receive and route all mail and deliveries.
    • Provide direction to various vendors when making pickups.
    • Maintain knowledge of the whereabouts of key personnel in order to facilitate getting visitors swiftly to their appropriate destinations.
    • Act as the primary point of contact for building maintenance, beautification initiatives, and facilities requests
    • Coordinate with vendors such as building management, lunch delivery, office supplies, snacks, and beverages, and manage maintenance ticket system
  • Assist in organizing various special meetings, team activities, team offsites, company-wide and department-wide events, and other culture-building events
  • Assist in facilitating catering arrangement and implementation as needed
  • Provides general clerical and administrative support such as coordinating with leads on shared space scheduling (meeting and conference rooms), travel arrangements, preparing letters and documents, scheduling appointments/meetings, prepare and submit expense reports on behalf of the team, and provides a range of support on other ad hoc assignments for various business areas
  • Other duties as assigned or necessary to support the program, office, and/or the company


  • Associate’s degree or higher
  • Previous experience in a start-up company preferred.
  • 3+ years administrative experience
  • A “can-do” attitude and a willingness to go the extra mile to get the job done
  • Ability to be flexible and adjust to rapidly changing priorities and schedules.
  • Self-motivated, enthusiastic and customer service oriented.
  • Great interpersonal/communication skills coupled with a welcoming and positive attitude to greet employees and visitors.
  • Excellent organization and time management skills.
  • Ability to work effectively in a fast-paced organization.
  • Ability to effectively interact with all levels of staff and external contacts in a professional manner; ability to work as an effective team member.
  • Strong level of initiative and ability to work with minimum supervision.
  • Ability to multi-task, project manage and prioritize work, while working with multiple internal and external stakeholders.
  • High level of proficiency with MS Office Suite, particularly Outlook Calendar, Excel, and Word.
  • Ability to work well under pressure, with potential time constraints, sudden shifts in tasks, and to prioritize accordingly.
  • Attention to detail and strong digital/technical, organizational, problem-solving, and follow-up skills required


The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.

IconOVir is an equal opportunity employer.  We celebrate diversity and are committed to creating an inclusive environment for all employees.

IconOVir does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, sexual orientation, marital status, disability, genetic information, age, parental status, military service, or other non-merit factor or other prohibited grounds specified in applicable federal, state and local laws.

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