Job Summary:

We are seeking an enthusiastic experienced Executive Assistant/Office Manager to join our innovative and dynamic Focal One Team. The Executive Assistant/Office Manager supports the Company by providing administrative support to the C-Suite and Senior Leadership team. This position maintains the office to standards to ensure an organized, clean and welcoming office environment. This position is predominately an onsite and an in-office role based in Los Altos, CA. This role requires an individual who can think outside the box and has a sense of urgency, can anticipate other's needs, and has the ability to exercise good judgment in all situations. The Executive Assistant/Office Manager thrives in an innovative and fast paced work environment and works with a high sense of confidentiality. The ideal candidate would have work experience in a Medical Device Sales organization.

MAJOR RESPONSIBILITIES

• Maintains CEO’s calendar and inbox daily. Highlighting priorities for the CEO. Responds to CEO emails as required.
• Submits expense reimbursements for C-Suite as needed.
• Provides general administrative support including ordering office and food supplies, photo-copying, coordinating and scheduling meetings, booking domestic and global travel airfare, hotel, and venues as needed.
• Provides administrative support to VP People, Talent & Culture with confidential tasks, such as: offer letters, scheduling interviews, onboarding, setting up the employee in ADP and the benefits portal, and other tasks as needed.
• Ensures office is neat, clean, organized and well stocked.
• Grocery shops and runs errands as needed.
• Serves as an research assistant scoping venues, obtaining pricing quotes, travel logistics, and caterers.
• Welcomes the visiting team members and guest as needed.
• Ensures meetings start on time and audio/visual is set up in advance.
• Leads and coordinates special events, meetings, team gatherings, and offsite engagements.
• Is responsive to emails/texts/phone calls, with contact outside normal business hours.
• Represents the company and the C-Suite and Senior Staff in a positive light through great follow-through skills and sound judgment.
• Assumes additional responsibilities as neeed and as assigned.

QUALIFICATIONS

Position-Specific Skills

• Must be able to work in the office daily with a flexible work schedule that meets the needs of the business.
• Prior experience working in Medical Device, preferred.
• Maintains confidentiality with the utmost discretion.
• Has strong communication written and verbal skills. Is able to write content for C-Suite and Senior Leadership team.
• Ability to engage with people from different backgrounds and style is approachable, friendly and outgoing.
• Can build and maintain productive and influential relationships in a fast-paced, cross-functional environment.
• Has strong organizational skills including the ability to work independently and to manage multiple priorities in a fast-paced environment
• Is comfortable working across many different time zones worldwide.
• Ability to schedule and coordinate global travel.
• Ability to drive a vehicle for work purposes such as transporting guests, picking up prepared food for the office, running errands as needed, grocery shopping, etc.
• Ability to drive out of town guest to and from the airport and hotel as needed.

Leadership Skills Required

• Team player who enjoys working collaboratively as part of a high-performing team.
• Takes initiative to call out needed system changes, and shares recommendations for improvement.
• A strong internal and external customer focus and service orientation.
• Authentic and approachable personality that can connect with a diverse range of people.
• A motivated self-starter who can work well both independently and as part of a team.
• A high sense of integrity, professional courage, sound judgment and sense of urgenc.y.
• Willingness to learn new skills as needed.

Technical Skills Required

• Proficient in MS Office Suite: Excel, Word, Outlook and Power Point.
• Capability to utilize technology tools including document preparation, spreadsheet development and research.
• Financial acumen required to manage small budgets, set-up and manage spreadsheets, submit expense reimbursements, and track basic metrics.

Education/Training Required

• 3-5 years of Office Management/Administrative Assistant experience supporting multiple senior leaders
• High School graduate, bachelor’s degree preferred
• Valid CA driver’s license with a clean driving record

This position offers a competitive salary based on experience. If you are a proactive individual with a passion for organization and office management, and want to work for a mission-driven, innovative company making a difference in patient's lives, we encourage you to apply for this exciting opportunity.

Job Type: Full-time

Pay: $85,000.00 - $120,000.00 per year

Benefits:

• 401(k) matching
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Life insurance
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• On call
• Overtime
• Weekends as needed

Experience:

• Executive administrative support: 3 years (Required)
• coordinating global travel: 1 year (Required)

Ability to Commute:

• Los Altos, CA 94022 (Required)

Work Location: In person