Executive Assistant
About Celmatix:
Named one of Fast Company's "50 Most Innovative Companies in 2017," Celmatix is changing the face of women’s health through the development of digital tools and genetic insights focused on fertility potential. Our unique approach combines data science and genomics to bring personalized medicine to fertility.
About our CEO, Dr. Piraye Yurttas Beim:
Regarded as an expert in reproductive medicine and biology, Dr. Beim has been widely recognized as an emerging entrepreneur and business leader. She was recently nominated as a finalist for 2017 Disruptive Founder of the Year in Digital Health, and was named one of Crain’s 40 Under 40 and a Top Female Founder of 2015 by TechCrunch.
About the Role:
We are seeking an organized and motivated Executive Assistant to support the CEO & Founder of Celmatix in all day-to-day needs. Reporting directly to the CEO, the Executive Assistant will act as a key representative of the Celmatix brand through daily interactions with a diverse group of important internal and external stakeholders.
The Executive Assistant is tasked with thinking holistically about Dr. Beim’s schedule, working closely with the Chief of Staff to manage competing priorities and helping the CEO make efficient and productive use of her time. A successful candidate will possess the ability to complete complex tasks and projects independently, reacting with appropriate urgency to handle tasks efficiently and escalate when appropriate. As the CEO’s representative, you should possess excellent communication skills, experience handling confidential information, and the ability to maintain a high degree of professionalism in high pressure situations.
Our CEO is always on the clock and, while our business hours are 9am – 6pm, it is expected that you be available outside of these times as well to provide support in both the professional and personal domains.
This role is an excellent opportunity for a diplomatic, organized, and upbeat candidate looking to build business acumen, work closely with a founder, and gain firsthand experience in a startup.
Responsibilities:
- Represent the CEO in a professional and courteous manner across written and oral communications
- Manage the CEO’s daily workflow, including scheduling internal and external meetings, maintaining calendars, arranging travel plans, and providing personal support as needed
- Work closely with the Chief of Staff to understand priorities and constraints
- Work with the CEO and Chief of Staff to design and enact a system for keeping calendars, correspondence, and outstanding requests/action items in sync
- Streamline correspondence on the CEO’s behalf by reading and routing emails, drafting letters and documents, and gathering relevant information
- Set the CEO’s meetings up for success by ensuring that conference rooms, dial-ins, IT support, meeting materials, catering, etc. are prepared
- Support occasional special projects such as company-wide events, retreats, or business dinners
- Handle business transactions and expenses, including creating and submitting expense reports
- Manage multiple systems and processes to ensure the business runs smoothly
- Preempt problems and be an active problem solver
- Undergraduate degree required
- 2-5 years of prior experience as an Executive Assistant / Personal Assistant to a c-level executive
- Experience supporting a founder / entrepreneur a huge plus
- Strong interpersonal / people skills; ability to establish and build partnerships with all levels of management and business partners
- Ability to work during normal business hours (9am – 6pm) onsite and offsite, and outside of these hours, at night and on the weekend, as needed
- Excellent organizational and follow-up skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Apps
- High level of attention to detail in composing, typing, and proofing materials
- Demonstrated ability to juggle multiple competing tasks and demands
- Must be forward thinking, constantly one step ahead, and take initiative
- Must be able to appropriately handle confidential information and sensitive situations, using best judgment for sharing information
- A willingness to work hard with positive, patient, and “can do” attitude
Celmatix is looking to add talented and accomplished individuals to its fast-growing team. We offer a full range of benefits including excellent medical insurance, pre-tax FSA and transit benefits, and a 401k retirement plan.
Celmatix Inc. is an equal opportunity employer and does not discriminate with regard to race, color, religion, sex, national origin, age, marital status, disability, or veteran status. All are invited to apply.