Executive Assistant / Office Manager at Whole Biome
San Francisco, CA, US
Whole Biome is an early-stage, venture-backed biotech located in San Francisco. We are a growing team of scientists, engineers and physicians interested in improving human health by using the latest research from diverse fields, such as, microbiology, molecular biology, high-throughput genomics, distributed computing, pharmaceutical development, and nutrition sciences.
 
Whole Biome is seeking an experienced, talented, dynamic Executive Assistant/Office Manager. You’re someone who wants to influence your own development. You’re looking for a company where you have the opportunity to grow professionally and utilize your multi-tasking and organizational skills by supporting innovative founders and working with a team of dedicated professionals across functions. If you want to contribute to making a growing start-up company operate successfully, maintaining a vibrant culture, and having a wide range of responsibilities from organizing off-site team activities to negotiating pricing with service vendors to bringing on new employees smoothly, then this is the position for you! You will report directly to the CEO and interact regularly with every person in the company. Strong intellect and multi-tasking abilities, enthusiasm and a positive personality are keys to success in this position.
 
If you’re up to the challenge, we encourage you to apply today! The successful candidate will need to be able to learn new systems quickly, and adapt to changing needs as Whole Biome rapidly expands capabilities in terms of projects and processes.
 
Responsibilities
Manage and coordinate complex schedules for company leadership, which will include screening calls, scheduling meetings, scheduling conference calls, managing calendars, arranging travel (international and domestic), managing itineraries and arranging company events.
Manage board meetings, including catering, travel accommodations and any other needs for quarterly on-site board meetings.
Prepare expense reports, manage and pay all incoming invoices, manage office G&A budget.
Prepare presentations and correspondence.
Serve as the point person for and manage relationships/pricing with maintenance, US Postal service, Federal Express, vendors, service providers, and landlord.
Maintain and replenish inventory, including groceries, coffee supplies, and office supplies.
Manage alterations to the office area, shared equipment  and layout as the company grows
Partner with HR to develop and maintain office policies, maintain confidential personnel files and actions (paper and electronic), serve as point of contact for employees regarding HR and benefits, maintain high standards of confidentiality of all employee records and information.
Support senior HR Manager or Consultant with projects including employee surveys, performance reviews, research, and presentations
Work closely with hiring managers to organize and schedule on-site interviews with candidates
Coordinate new hire paperwork and orientation
Organize office operations and procedures
Coordinate with IT department on all office equipment purchases, leases and repairs
Manage relationships and price negotiations with vendors, service providers, and landlord
Work with COO to manage office G&A budget, ensure accurate and timely reporting
Manage the reception area ensuring it is clean and organized; greet and support visitors
Plan and organize team building activities; maintain a positive company culture.
 
Requirements
Bachelor’s Degree or commensurate experience
Minimum of 5+ years proven office management and executive assistant experience
Industry experience (biotechnology or pharmaceutical) is highly preferred
Super smart, friendly, and interested in a unique opportunity to interact with and learn from the best scientists, physicians, and software engineers in the world.
Collaborative personality with the core belief that a team works best when each individual is trying to improve the efficiencies of everyone else.
Experience with Google Drive Apps (including docs, sheets, calendar, forms, presentations), and MS Office
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Strong attention to detail, organizational and planning skills. 
Independent, proactive problem solving style. A creative mind and a fearless approach to hurdles and also a strong team player.
Excellent written and verbal communication skills
Ability to turn documents and processes in a timely manner
Ability to provide administrative support in a dynamic, fast-paced environment
Ability to work effectively with multifunctional teams 

Whole Biome is developing novel classes of therapeutics and diagnostics that target the human microbiome to improve the lives of patients suffering from a variety of diseases. At Whole Biome, we employ cutting-edge technology in our R&D pipeline. We are passionate about building products that are best-in-class and we are looking for individuals who embody that same desire. 

At Whole Biome, we understand that success means building great teams to solve challenging problems. We hire the best and brightest and give everyone the resources we need to succeed.

Benefits:
  - competitive salary and equity packages
  - health, dental, and vision
  - 401k with corporate matching
  - flexible schedules with a focus on work/life balance
​  - unlimited vacation policy (we're all adults and professionals, not clockwatchers)
  - commuter benefits

Sweet Perks
  - casual culture (66% of founders usually wearing hoodies)  
  - artisanal coffee
  - on-site gym
  - strong belief in work/life balance; we believe it, we encourage it, we live it
  - pick your own laptop
  - collaborative, team environment
  - off-site, team building adventures
  - walking distance to Caltrain, Muni
  - walking distance to bars and restaurants in Dogpatch

If you're someone who thrives in a fast-paced environment where autonomy and collaborative teams are equally valued, AND you are excited to dedicate your life to improving health, please get in touch with us!

​Email with your resume and cover letter to begin the application process.  Even if you don't see an opening that fits you, please send us your resume if you think your background and personality would be a great fit!