Job Overview:

We are seeking a detail-oriented and organized Executive Administrative Assistant to provide high-level support to our executives. The ideal candidate will be proactive, professional, and capable of managing multiple tasks efficiently.

Duties:

• Maintain office filing systems and electronic records
• Be familiar with ordering supplies and processing invoices
• Organize meetings and take minutes
• Handle incoming calls and correspondence with professionalism and discretion
• Set up meetings and conference calls with research collaborators, consultants, vendors, and advisors
• Prepare excels to send to bookkeeper for payroll
• Be able to assist in editing and submitting grants
• Assist in sending final reports to clients
• Assist in creating marketing material
• Responsible for communicating with lab tenants and securing rent and their portion of lab expenses
• File Delaware state tax reports and federal tax forms
• Responsible for keeping SAM registration up to date and renewing annually
• In charge of filing W2s/1099s
• In charge of depositing checks to company bank account, monitoring bank account balance, ordering new checks as needed, sending wire payments and any other banking issue
• Research, draft, and construct compelling and visually appealing presentations
• Write letters, emails, memos, and other written correspondence for the team
• Maintain company website up to date as needed
• Primary point of contact with property management. Responsible for lease renewals and maintaining liability insurance up to date.
• Responsible for responding to any office/lab issues including facility/equipment repairs, premise maintenance
• Maintain monthly overhead budget excels
• Provide administrative support for special projects as needed

Experience:

• Experience in a similar administrative role. (min. 5 years)
• Good organizational skills and attention to detail.
• Ability to quickly pivot from different tasks.
• Very strong written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office suite), the ability and willingness to learn new software applications.
• Ability to multitask effectively and efficiently,
• Ability to communicate clearly and effectively with scientific team and customers.
• Able to solve problems and provide good customer service
• Quickbooks experience
• Problem solver
• Prior work experience in science industry preferred
• We need a person who has a high level of professionalism and integrity, as you frequently encounter confidential and sensitive information

This position offers the opportunity to work closely with senior management, gain valuable experience in executive support, and contribute to the overall success of the organization. If you are a motivated individual with a passion for administrative excellence, we encourage you to apply.

Job Type: Part-time

Pay: From $35.00 per hour

Expected hours: 20 – 25 per week

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Davis, CA 95616 (Preferred)

Work Location: In person