Executive Assistant

Santa Monica

Neogene Therapeutics is a pre-clinical stage biotechnology company aiming to change the treatment paradigm for solid cancers. Our mission is to provide cancer patients with T cell therapies targeting mutated proteins called neo-antigens, which are present on cancer cells as a consequence of DNA mutations. Neogene is developing novel technologies to enable the engineering of ‘designer T cells’ with neo-antigen specificities that display an optimized ability to seek and destroy cancer cells.

We are seeking a highly motivated and experienced Executive Assistant. This position will provide administrative support to the COO, CFO, and CMO at Neogene Therapeutics in Santa Monica, CA.

Responsibilities include, but are not limited to:

  • Calendar management – Coordinate all aspects scheduling, ensuring priorities are appropriately determined
  • Meeting Preparation & Management:
    • Arrange location and reservation
    • Assist in preparation/prepare materials, and distribute with agendas to attendees
    • Set-up room (projectors, conferencing capabilities, internet access, power cords, video monitor, chart paper, markers, etc.).
    • Records meeting minutes (as needed) or coordinates meeting minutes – approvals, and dispersal to applicable departments.
  • Travel Management & Expense Reports:
    • Handle all aspects of travel arrangements for domestic and international travel, often coordinated with other team members – air and ground transportation, accommodations, coordination of meeting times with travel times, etc.
    • Timely expense report tracking and filing
  • Recruiting Support:
    • Candidate liaison for interviews – scheduling, interview materials, travel and expense reimbursement, hosting of candidate.
  • Event Development & Coordination – coordinate team and company-wide events:
    • Arrange location, reservation, and refreshments
    • Assist in preparation/prepare materials, and distribute with agendas to attendees
    • Communicate events details to staff
  • Create, proofread, and edit professional documents (PP presentations, letters, meeting materials, etc.) for formatting, graphics inclusion, references, footnotes, etc
  • Identify, develop, manage and communicate administrative policies and guidelines including, but not limited to:
    • Administrative purchasing (office supplies, copier systems, break room, etc)
    • Office tasks such as maintaining records, performing basic bookkeeping
    • Other Administrative functions
  • Coordinates other business related duties with administrative staff in U.S. and Netherlands
  • Performs such other duties as may be assigned.

Requirements:

Education

  • High school diploma required; Bachelors degree in Business Administration or related field preferred

Experience

  • 10-12 years related experience, including internal and external interactions (customers, vendors, visitors, investors, partners), with at least 5 years experience successfully supporting executive-level management; or equivalent combination of education and experience
  • Biotech and/or pharmaceutical experience is preferred
  • Equivalent experience and proficiency with complex international and domestic travel arrangements
  • Equivalent experience and in depth knowledge of company operations
  • Extensive event planning and meeting planning proficiency and experience

Knowledge Requirements

  • General knowledge of business practices and policies, Corporate Governance, BOD function and process, business partners, financial constituencies, PR/Govt affairs constituencies, etc. for private companies
  • Thorough knowledge of, and proficiency in, Microsoft Outlook, PowerPoint, Word, Excel, and Adobe PDF, and web searches (for creating and editing memos, letters, reports with tables, tabulations, merge documents, spreadsheets with formulas, presentations with graphics, etc.)
  • Demonstrated ability to discover needs and implement solutions, both independently and using established procedures

Personal Competencies:

  • Ability to interact comfortably, confidentially, and professionally with all levels of the organization, and especially with members of senior management and external senior stakeholders
  • Ability to maintain composure throughout differing situations
  • Ability to learn and implement software applications with ease and efficiency.
  • Excellent organization, time management and planning skills for self and executives served
  • Excellent written and oral communication skills
  • Excellent judgment
  • Strong ability to multi-task
  • Pro-active attitude with the ability to anticipate all aspects of executive and organizational needs
  • Service and solutions-oriented attitude and work ethic, with accountability for deliverables.
  • Strong team orientation; focus on organization vs. self
  • Flexibility in schedule – ability to work outside of normal business hours as needed (coordination between our sites in Amsterdam and Netherlands is often needed)
  • Maintaining trust and confidentiality

Other Information

  • Position may require occasional evening and/or weekend commitment

We offer the opportunity to join a highly dynamic biotech start-up. You can expect a collaborative environment created by a team with deep scientific expertise and an industrial track-record in T cell therapies. We value pro-active team-players who pursue their goals with dedication, endurance and a daring mindset. If you share our commitment to make a difference to patients in need, we can provide a unique opportunity to be a major contributor to the success of a well-positioned, well-financed growth-stage biotechnology company

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