Executive Assistant / Office Manager
American Cybersystems, Inc.

Job Info

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Innova Solutions is immediately hiring for a Executive Assistant
Position type: Full Time
Duration: Perm
Location: Onsite Los Altos, CA
As a Executive Assistant you will:
As the Executive Assistant (EA) and Office Manager, your presence is critical to collaborating with the executive team and the entire company. You will report to our Chief Executive Officer (CEO) and Chief Operating Officer (COO), partner with our management team, and be responsible for ensuring the success of daily activities and functions and, at the same time, gain valuable exposure to all aspects of the business with potential for growth. The ideal candidate has excellent communication and organizational skills, a strong sense of customer service, can prioritize duties while maintaining strong attention to detail, and work in a fast-paced, constantly changing environment.

This role is geared toward an individual who understands the fast-paced clinical environment, does not require definition to be effective, and proactively spots issues and dives in to create solutions.

Key responsibilities include:

• Manage CEO, COO, and CMO's meetings/calendars and assist in travel arrangements when needed
• Serve as the company's initial point of contact for customers/clinical sites (phone, voicemail, email, and web inquiries)
• Proactively inform management of key daily issues
• Coordinate meetings and phone conferences between team members, consultants, and external collaborators, ensuring prompt response to meeting attendees, zoom setup, agendas presented, and attendees notified of changes or conflicts
• Coordinate company meetings, social events, and other activities
• Field phone calls while in the office and attend to mail received, organize payables for accounting
• Manage office and kitchen supplies, including taking inventory, ordering/shopping, and stocking
• Manage communications to the Board of Directors, including executing documents via DocuSign and calendaring Board and Board committee meetings
• Assist with document control, including routing Change Orders for signatures, Nondisclosure Agreements (NDAs), and contracts
• Manage company's electronic "Minute Book" including filing all Board meeting minutes, presentations, and consents
• Evaluate services and the costs of select vendors and assist Operations with vendor/product approval process at new customer and/or clinical sites
• Assist with internal document audits and organization of the company's electronic files
• Schedule interviews and track hiring candidates
• Assist in onboarding/offboarding new team members, including desk setup, swag, coordinating with IT on computer and software needs and setup, coordinating schedules for their first day of employment, and other onboarding activities to ensure success
• Assist team with clinical research projects as needed
• Additional duties, as requested by the executive team

Qualifications:

• Minimum of 3 years of experience in an executive assistant/office manager role; 5+ years' experience preferred
• Excellent written and verbal communication skills as well as organizational skills, with extreme attention to detail
• Analytical, technical, and project management skills with the ability to work well under pressure and time constraints from competing priorities
• Comfortable in a high-energy and highly collaborative environment with the ability to work well independently
• Ability to prioritize, problem solve, manage time effectively and work with minimal supervision
• Positive and enthusiastic attitude with the ability to adapt to changing project demands
• Ability to follow instructions and be a proactive problem solver
• Energetic, forward-thinking, and creative with high ethical standards and good judgment

Qualified candidates should APPLY NOW for immediate consideration! Please hit APPLY to provide the required information, and we will be back in touch as soon as possible.
We are currently interviewing to fill this and other similar positions. If this role is not a fit for you, we do offer a referral bonus program for referrals that we successfully place with our clients, subject to program guidelines. ASK ME HOW.
Thank you!
Tevin Quick
PAY RANGE AND BENEFITS:
Pay Range*: $130k-$160k
*Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.
Benefits: Innova Solutions offers benefits( based on eligibility) that include the following: Medical & pharmacy coverage, Dental/vision insurance, 401(k), Health saving account (HSA) and Flexible spending account (FSA), Life Insurance, Pet Insurance, Short term and Long term Disability, Accident & Critical illness coverage, Pre-paid legal & ID theft protection, Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP).
ABOUT INNOVA SOLUTIONS: Founded in 1998 and headquartered in Atlanta, Georgia, Innova Solutions employs approximately 50,000 professionals worldwide and reports an annual revenue approaching $3 Billion. Through our global delivery centers across North America, Asia, and Europe, we deliver strategic technology and business transformation solutions to our clients, enabling them to operate as leaders within their fields.
Recent Recognitions:

• One of Largest IT Consulting Staffing firms in the USA - Recognized as #4 by Staffing Industry Analysts (SIA 2022)
• ClearlyRated® Client Diamond Award Winner (2020)
• One of the Largest Certified MBE Companies in the NMSDC Network (2022)
• Advanced Tier Services partner with AWS and Gold with MS

Website: https://www.innovasolutions.com/
Innova Solutions is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Innova Solutions is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please contact us at or (770) 493-5588. Please indicate the specifics of the assistance needed. Innova Solutions encourages all interested and qualified candidates to apply for employment opportunities. Innova Solutions (HireGenics/Volt) does not discriminate against applicants based on citizenship status, immigration status, or national origin, in accordance with 8 U.S.C. § 1324b.

• The company will consider for employment qualified applicants with arrest and conviction records in a manner that complies with the San Francisco Fair Chance Ordinance, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and other applicable laws.

American Cybersystems, Inc is acting as an Employment Agency in relation to this vacancy.

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