Senior Executive 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 the fundamental limitations of first- and second-generation oncolytic viruses and provide personalized therapy for cancer patients.

Summary of Position

A critical leadership team member, the Senior Executive Assistant, will serve as the Executive Administrator for the CEO and assigned executives and lead the administrative team in support of day-to-day operations in a first-class office space. A substantial contributor comfortable with collaborating at all levels within and outside the organization, this individual will manage their time between routine activities and special projects, adapting to the challenges of a fast-paced startup environment. This position is office-based, on-site in San Diego, CA.

Essential Duties and Responsibilities

  • Regularly partner with the CEO to strategically plan short- and long-term business activities based on corporate goals and strategies.
  • Schedule and organize Board of Directors meetings and interactions as well as Senior Leadership Team offsites.
  • Quickly and proficiently respond to and resolve changes in day-to-day business activities at the executive level.
  • Maintain financial oversight for administrative support areas and act as the direct manager to the Office Assistant and future administrative positions.
  • Lead the administrative support function, which is responsible for assisting in managing meeting setups and agenda, calendars, and scheduling for the CEO and other executives, anticipating the administrative needs of the supported executives and taking action to meet those needs, being the face and voice of the company in greeting and welcoming visitors, overseeing the reception, kitchen, pantry, and office supply areas, assisting with event planning for Monthly Employee Meetings, All-Hands Meetings, culture initiatives, and lunches, and managing all forms of communication and correspondence including main phone number, general email accounts, letter, and packages.
  • Help to streamline processes and set up systems to keep a small, growing company operating efficiently.
  • Maintain relationships with vendors and be the main point of contact across various functions.
  • Provide ad-hoc assistance to both Operations and Support personnel and the extended team.
  • Through strong leadership capabilities, we support our Core Values and the overall well-being of our employees.

Qualifications

  • Bachelor’s degree with five or more years of experience. Prior experience in biotech, life sciences, or pharmaceuticals is preferred.
  • Ability to work with senior-level executives and their support teams inside and outside the organization.
  • Ability to manage team members day-to-day to achieve successful outcomes.
  • Experience with calendar management, project meeting and event planning and execution, preparation of executive-level presentations, arranging both domestic and international travel, and expense report administration.
  • In-depth knowledge and proficiency with MS Office (Outlook, Excel, Word, PowerPoint, MS Teams).
  • Strong written, verbal, and interpersonal communication skills.
  • Ability to adapt to changing needs and situations.
  • Ability to anticipate, identify, and resolve problems in a timely manner.
  • Ability to exercise discretion and judgment regarding highly confidential internal and external communications and materials.
  • Ability to analyze risks and know when appropriate to escalate to management or to external resources, as necessary, for further evaluation or approval

 

Salary Range: $95,000-$120,000

Benefits Offered: Health, Dental, Vision, 401K, Stock Options, 11 Paid Holidays, Paid Time Off, Life and Disability Insurance, and more.

 

Disclaimer

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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