Description
POSITION SUMMARY:
The Office Manager & Executive Assistant will support the Chief Business Officer (CBO) and select senior leaders as well as manage Gritstone’s Boston worksite. The incumbent will provide administrative and organizational support and will manage confidential and sensitive information. The ideal candidate will be experienced in managing a wide range of administrative and executive support related tasks and will work both independently as well as with cross functional team members. A successful candidate must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs as well as the Executive’s administrative needs. The ideal candidate is an intelligent and meticulous self-starter who is a great communicator, is extremely well organized, a person who successfully functions with some ambiguity and consistently manages change positively and productively.
The ideal candidate must have the ability to interact with staff (at all levels and with external companies and resources) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism confidentiality, and good judgement. This role requires initiative and the ability to work effectively as part of the Corporate Services team.
Key Responsibilities include and are not limited to:
- Provide high level administrative support to the CBO and the office, including organizing, coordinating, and maintaining confidential information.
- Organize in-house and off-site meetings. Responsibilities include handling logistics, materials, correspondence with attendees, scheduling, and coordination of overall meeting/event.
- Responsible for travel arrangements for CBO and other members of the management team. This includes flights, conference registrations, hotel accommodations, and other transportation needs.
- Manage schedules and multiple calendars.
- Handle administrative duties as needed including receiving mail, submitting expense reports. and overseeing the efficient flow of information in and out of the office.
- Responsible for the day-to-day operations of the office including seat assignments for new hires and visiting employees as well as stocking break rooms and managing the overall cleanliness of the worksite.
- Partner with Property Management, EHS Consultant, Facilities, and IT to ensure effective office operations and compliance.
- Oversee the office-related budget; monitor and adjust spend accordingly.
- Manage contract and price negotiations with office vendors and service providers.
- Partner with HR Business Partner to ensure worksite, office activities, and site-specific benefits enhance Gritstone’s culture.
- Coordinate company-wide activities in collaboration with the Corporate Services Team.
- Manage catering for meetings and onsite lunches as they occur. Acts as the liaison with the vendor for the employee lunch benefit.
REQUIREMENTS:
Minimum Education/Experience
- Bachelor’s degree required, or equivalent experience.
- 2+ years office management experience required; biotech or pharmaceutical office/lab experience preferred.
- 8+ years administrative assistant experience required; including 3 years supporting C-suite executives.
ADDITIONAL QUALIFICATIONS:
Other Required Qualifications
- Highly professional, positive, proactive, and self-motivated.
- Requires limited direction and supervision to determine and accomplish tasks.
- Exceptional judgment in prioritizing and making scheduling and office administrative decisions.
- Must be willing to go “the extra mile” to accomplish tasks and responsibilities.
- Excellent oral and written communication skills.
- High-level computer skills (MS Office – Word, PowerPoint, Excel); Sharepoint also preferred.
- Express a flexible “can do” attitude and willingness to learn
Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
The well-being and safety of our employees is our top priority. Gritstone requires all U.S. employees to be fully vaccinated against COVID-19 as a condition of employment regardless of location of role (fully remote or site-based). Fully vaccinated is defined as two weeks after both doses of a two-dose vaccine or two weeks since a single-dose vaccine has been administered. If you are unable to be vaccinated, you will have an opportunity to request a reasonable accommodation consistent with applicable laws.
Gritstone bio anticipates that the annual base salary for this position could range between $90,000 – $150,000. Compensation will depend, in part, on the successful candidate’s credentials for the role, including education, qualifications, and type as well as length of experience. Any offered salary is also based on internal equity, internal position salary ranges, and market data. The salary range listed does not include any applicable bonuses or long-term incentives, differential pay or other forms of compensation or benefits. Gritstone is a multistate employer and the salary offered will be market competitive. At Gritstone, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.
Gritstone’s benefit package includes medical, dental, vision, life insurance, and paid parental leave. Employees are also eligible to enroll in the 401k plan, which includes a 4% company match with immediate vesting. Employees are eligible to enroll in benefits effective the first day of employment and the competitive Paid Time Off (PTO) begins accruing on the first day as well. The job offer also includes an equity grant and eligibility for annual refresh grants based on performance. Gritstone employees also benefit from an Employee Stock Purchase Plan (ESPP) and thirteen (13) designated paid holidays as well as two (2) personal days.
Gritstone bio is an Equal Opportunity employer, as such, recruiting is conducted in a fair and non-discriminatory manner without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.