Job Details

Job Title: Executive Assistant & Office Manager

Location: San Francisco, CA - Hybrid - 3-4 days on site

About Us

Trilobio is at the forefront of revolutionizing biological research through cutting?edge automation. Founded in 2021 by Roya Amini?Naieni and Maximilian Schommer, our mission is to mitigate the reproducibility crisis in biology by providing fully automated lab solutions that are accessible to organizations of all sizes. Our integrated platform combines robotics, hardware, and software to automate every step of the research process, enabling scientists to conduct experiments with unprecedented precision and efficiency. By eliminating human error and streamlining workflows, Trilobio empowers researchers to focus on groundbreaking discoveries that can cure diseases, reduce suffering, and address global challenges. Join us in shaping the future of biology.

About the Role

The Executive Assistant & Office Manager will provide comprehensive administrative support to executives while also managing the day?to?day operations of the office. This is a pivotal role requiring a highly organized and proactive individual capable of handling diverse responsibilities with minimal oversight. The ideal candidate will ensure a well?organized and efficient office environment and seamlessly support executive needs, contributing to a productive and positive workplace.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments.
• Manage executive emails and phone calls, ensuring timely and professional responses.
• Prepare for meetings, including creating agendas, gathering materials, taking minutes, and following up on action items.
• Organize and manage all correspondence, events, and travel arrangements for executives.
• Maintain confidentiality and handle sensitive information with discretion.
• Maintain office supplies and equipment, ensuring adequate inventory and functionality.
• Ensure a tidy, organized, and functional workspace.
• Process invoices, manage purchase orders, and track expenses.
• Liaise with vendors and service providers.
• Support the onboarding and offboarding of employees with administrative tasks.
• Receive and direct visitors.
• Manage shipping and receiving of packages.
• Contribute to building company community and culture through office?related initiatives.
• Implement and improve office administrative systems and procedures.

Qualifications

• Proven experience as an Executive Assistant and Office Manager, with at least 4 years preferred.
• Exceptional organizational and time?management skills with meticulous attention to detail.
• Excellent communication skills, both written and verbal.
• Strong interpersonal skills and the ability to build positive relationships with internal and external stakeholders.
• Proficiency in relevant software and technology, including G Suite, Mac proficiency.
• Ability to handle multiple tasks, prioritize effectively, and work under pressure.
• Demonstrated ability to take initiative, problem?solve, and work independently with minimal oversight.
• Reliable, trustworthy, and committed with a strong sense of responsibility.
• Experience with basic office administrative systems and procedures.
• Comfortable functioning with minimal oversight while building systems from scratch and making improvements to systems that are already in use.
• Savvy at balancing and rebalancing priorities at a moment's notice.

Nice?to?Have Skills

• Experience with basic IT support.

Trilobio is an equal opportunity employer. We are committed to creating a diverse and inclusive team free from discrimination or harassment. We encourage candidates of any race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status to apply.