Site and Executive Administrator

Odyssey Therapeutics

Odyssey Therapeutics

San Diego, CA, USA
Posted on Saturday, April 22, 2023

About us:

Odyssey Therapeutics is propelling drug development beyond what is now possible to deliver medicines that address critical needs of patients with cancer and inflammatory diseases. We achieve unprecedented speed and efficiency by bringing together a target-centric approach, a toolbox of cutting-edge technologies, and a team of accomplished, world-class drug hunters. By reimagining the drug development process, we are creating a deep and broad pipeline that holds the potential to transform human health.

Position Details:

  • Job Title: Site and Executive Administrator at Odyssey Therapeutics San Diego
  • Location: San Diego, CA, onsite
  • Employment Type: Full-Time, Exempt
  • Department: G&A

The opportunity:

We are seeking a highly motivated and experienced person to join the Odyssey team at our offices in San Diego, CA as a Site and Executive Administrator. The successful candidate will have excellent organizational skills, be able to balance multiple priorities, and feel comfortable working independently to support the needs of the company.

Odyssey prides itself as an organization with an exceptionally talented team with a broad range of skill bases. Together with your colleagues, you will help shape the Odyssey culture, strategic direction, and outcomes.

Key Responsibilities

Site Admin

  • Contributing and collaborating with the team by assisting in the day-to-day operations of a first-class office space
  • Greet and welcome visitors, being the face and voice of the company
  • Support overall office well-being of our employees; assist with event planning, culture initiatives, and lunches, to include but not limited to: ordering weekly lunches, and lunch for visiting colleagues when required
  • Overseeing the reception, kitchen, pantry, and office supply areas
  • Responsible for helping to manage the budget for office supplies, break room, wellness rooms, lunches, social activities, holiday parties, and/or corporate events
  • Manage emails, letters, packages, and other forms of correspondence; open all mail sent to Campus Point and ensure mail is properly sorted and distributed; act as point of contact for all out-going (non-lab) mail and shipping needs
  • Manage and complete all office related JIRA/ASSIST tickets, including escalating any building related tasks to Angus and coordinating office-related 3rd party vendors, if required
  • Order all office supplies requested by San Diego based employees
  • Responsibility for overseeing employee site on-boarding and off-boarding checklist, including but not limited to: HR support and desk/computer set-up, parking, visitor FOB/building access/Brivo, desk assignment/location review, office walk through, bike Storage, Wellness rooms, shipping and receiving
  • Help to streamline processes and communication, and set-up systems that keep a fast-growing company operating efficiently to include but not limited to: updating our internal wiki for the Site and ensuring all visitors are accounted for and evacuated in the event of an emergency
  • Maintain relationships with vendors and be the main point of contact across various functions including but not limited to: vendors for catering or event planning, cleaning/ janitorial vendors, and landlord
  • Ad-hoc assistance as needed to both Operations and support personnel and extended team.
  • Becoming a valuable contributor to other initiatives as they arise in our fast-paced, startup environment

Executive Assistant

  • Serving as the Executive Administrator for four executives
  • Assist in managing meeting setups and agendas, calendars, travel planning, and coordinating cross-functionally
  • Anticipate administrative needs of the supported executives and take charge of processes to meet those needs
  • Support Talent Acquisition with scheduling and interview coordination for all onsite interviews and seminars

About you:

  • Bachelor’s degree plus a minimum of 5 years of experience, or an equivalent combination of experience and education
  • Prior experience in a biotech/life science, pharmaceutical, or med-tech with marketed products is preferred
  • Strong proficiency with and in-depth knowledge of Adobe and MS Office, including Outlook, Excel, Word, and PowerPoint
  • Proven experience booking complex domestic and international travel
  • Strong written, verbal, and interpersonal communication skills
  • Experience in working with senior level executives inside and outside the company, as well as experience with vendors and other visitors
  • Experience with calendar management, event planning and execution, preparation of executive level presentations, travel, and expense report administration
  • Adaptability to changing needs and situations
  • Ability to anticipate, identify, and resolve problems in a timely manner
  • Ability to exercise discretion and judgment regarding highly confidential internal and external communications and materials
  • Ability to work efficiently with a client-service focus in a fast-paced, dynamic environment
  • Ability to analyze risks within contracts and know when appropriate to escalate to management or to external resources, as necessary, for further evaluation or approval
  • Able to demonstrate professional demeanor