Executive Team Assistant and Office Manager

See Yourself at Telix

The Executive Team Assistant and Office Manager plays a pivotal role in managing and streamlining administrative processes and support for the Research & Development team. This position provides comprehensive executive support to assigned executives and is based fully onsite to also support the laboratory team in Santa Monica. The ideal candidate will be instrumental in optimizing workflow efficiency, ensuring seamless coordination across executives and departments, and maintaining the highest standards of professionalism, discretion, and organizational excellence. Primary responsibility will be to provide comprehensive support to top-level executives while managing the Santa Monica site.

Key Accountabilities:

• Executive Support:
• • Provide high-level administrative support to top-level executives, including managing calendars, scheduling meetings, arranging travel, and preparing documentation
  • Efficiently organise and manage travel requirements for assigned Executives, ensuring seamless logistics and cost-efficient travel options
  • Ensure timely and accurate expense management and reconciliation for assigned Executives
  • Initiate purchase orders, assist with invoice payments and facilitate contract creation (via Docusign / CLM)
  • Assist with any special projects as requested, including but not limited to organising team offsite meetings
  • Meet and greet visitors, couriers and any visiting employees from other regions, ensuring a seamless experience for all
  • Onboarding of any new staff on site
• Administrative Coordination:
• • Maintain best practices for document management, filing systems, and information organization
• Communication and Liaison:
• • Serve as a point of contact between executives, internal teams, external stakeholders, and clients, maintaining clear and effective communication
  • Facilitate effective information flow within the executive team and across departments, ensuring all stakeholders are well-informed
• Project Management:
• • Assist executives in managing special projects, overseeing timelines and deliverables
• Office Management:
• • Oversee administrative tasks such as filing, data entry, office supplies management and ensuring meeting rooms are neat and tidy
• Confidentiality and Integrity:
• • Uphold the highest level of confidentiality when handling sensitive information and proprietary data
  • Demonstrate integrity and ethical behavior in all interactions, adhering to company policies and promoting a culture of trust

Education and Experience:

• Tertiary degree desirable but not mandatory
• Proven experience as an Executive Team Assistant or in a similar administrative role, with a track record of supporting Senior leadership members and / or teams
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment
• Strong communication and interpersonal skills, enabling effective collaboration with stakeholders across all levels of the organization
• Proficient in using productivity tools such as Microsoft Office Suite, and calendar management systems
• Demonstrated problem-solving abilities and the capacity to make sound decisions independently
• Ability to maintain composure and efficiency under pressure while handling multiple competing tasks
• A positive and proactive attitude, with a dedication to achieving excellence in all aspects of the role
• Excellent communication skills, both written and verbal
• A strong commitment to confidentiality at all times

Key Capabilities:

• Inclusive mindset: Demonstrate an understanding and appreciation for diversity, and actively work to create an inclusive environment where everyone feels valued and respected
• Creativity and innovation: Possess a willingness to think outside the box and come up with unique and creative solutions to challenges
• Commitment to excellence: Take pride in your work and consistently strive for excellence in everything you do
• Results-oriented: Driven to achieve goals and objectives, with a strong focus on delivering measurable results
• Ethical behavior: Act with integrity and demonstrate a commitment to ethical behavior in all interactions with colleagues and stakeholders
• Adaptability: Comfortable working in a dynamic environment, able to adjust to changing priorities, and willing to take on new challenges
• Strong communication skills: Able to communicate effectively with colleagues and stakeholders at all levels, using clear and concise language
• Collaboration: Work effectively as part of a team, actively sharing knowledge and expertise to achieve common goals
• Resilience: Demonstrate the ability to bounce back from setbacks and persevere in the face of challenges
• Continuous learning: Show a commitment to ongoing learning and professional development, continually seeking out opportunities to expand your knowledge and skills