Diality Inc, a privately held medical device company located in Irvine, CA is committed to improving the quality of life for patients with kidney disease. We are developing a smart, flexible, portable hemodialysis machine that will enable patients to self-treat at home or wherever they travel. The extremely versatile hemodialysis solution will allow more patients to benefit from their true dialysis prescription at home or in a variety of care settings, including nursing homes, hospitals, and dialysis centers, without the need for pre-mixed dialysate bags or external water-treatment.
Overall, Purpose:
The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board of Directors and Executive Team and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Duties & Responsibilities:
· Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
· Function as a liaison and provide support to the Board of Directors. Arrange and oversee all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
· Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
· Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
· Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Function as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
· Proficiency in Windows, including MS Word, EXCEL and PowerPoint, fund-raising data management systems knowledge helpful.
· Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
· Support of all Board subcommittees, their Chairpersons, and those meeting minutes.
· Provide a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
· Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
· Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
· Prepare budget recommendations.
· Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
· Provide event management support as requested.
· Provide hospitality to all guests and help to create a welcoming environment.
· Answer main phone line and respond to inquiries.
· Process and distribute daily mail.
· Invest in building long-lasting relationships both externally and internally.
· Manage expense reimbursements and reconciliation.
· Other projects/duties as assigned for the overall benefit of the organization
Qualification Requirements:
Who you are:
· Bachelor’s degree in business administration, or related business field
· Five or more years’ experience providing support for upper-level management in related organization, i.e., medical device, dialysis.
Desired:
· Experience in start-up environment
Experience and Required Skills:
· Strong ability to execute work with a diversity, equity, and inclusion lens.
· Significant executive support experience, including supporting C-level executives. Start-up board experience is highly preferred.
· Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
· Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
· Strong verbal and written communication skills.
· Exceptional organizational skills and impeccable mindfulness.
· High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
· Make appropriate, informed decisions regarding priorities and available time.
· Ability to complete a high volume of tasks and projects with little or no guidance
· Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
· Able to maintain a high level of integrity and discretion in handling confidential information.
· Excellent judgment is essential.
· Ability to switch gears at a moment’s notice.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Individuals will be required to sit for most of the day and will be required to stand as needed. May require walking, primarily on a level surface for periods of time throughout the day. The employee is occasionally required to stand, walk, climb, or balance, stoop, kneel, crouch or crawl and talk or hear. Proper lifting techniques will be required to lift to 75lbs. Individuals will be required to travel via airplane, train, taxi, car and/or other means of transportation as needed.
Working Environment:
Thrive in an intense, do-it-yourself, start-up environment. Ability to work well in a cross-functional team environment and diverse communities. This position primarily works in an office environment. It requires frequent sitting, standing, and walking. Daily use of a computer and other computing and digital devices is required. May stand for extended periods when facilitating meetings or walking in the facilities.
Travel:
Ability travel as needed