Hesperos, Inc. Office Manager Orlando, FL · Full time

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Office Manager (Executive Assistant)

Role Summary:

The Office Manager at Hesperos plays a pivotal role in coordinating day-to-day activities, communications, and operations while providing essential administrative support to senior leadership. In this dynamic position within a rapidly growing biotech company, you will have the opportunity to engage in diverse functions that touch on most departments from operations, grant management, human resources, and executive support.  

The ideal candidate is an experienced administrative professional with a background in business administration and senior executive support with an ability to thrive in the evolving nature of a rapidly growing company.  An individual with solid business or research administrative skills, a commitment to excellence, and the ability to work effectively in a fast-paced, technical, and evolving environment will thrive at Hesperos which is one of the leading biotechnology companies in reproducing human physiology for drug discovery.  

Working from within the Operations team, the Office Manager will serve as the primary source for company wide communication supporting every department in some capacity and carry some Executive Assistant responsibilities. You will be a primary source of interoffice communication maintaining relationships across the company and support developing the infrastructure that ensures smooth operations as we grow.  We expect you to be able to critically think, exercise confidentiality, and anticipate the needs of the executives and the team by constantly seeking ways to improve or streamline a process or workflow.  

About You

• You are highly organized and detail oriented
• You like to work independently, but enjoy team interaction, sharing expertise and experience as we collectively work towards the best solution possible in every context.
• You are positive, optimistic, and outgoing
• You are curious, love learning, and adaptable to evolving opportunities of a rapidly growing company 

What You Will Do

Below is an example of the various functions you will be responsible for in this role:

General Operations and Team Support

• General
• Coordinate meetings, including setting up virtual meetings, and maintaining company calendars
• Manage and coordinate day-to-day administrative tasks to ensure the smooth operation of the office.
• Answer phone and coordinate visitors at facility
• Maintain general organization and cleanliness of common areas (conference room, break room)
• Relationship Management 
• Cultivate and maintain positive relationships with internal and external stakeholders 
• Serve as internal company liaison ensuring information is communicated and distributed appropriately
• Communication
• Monitor general company email accounts and distribute messages appropriately
• Draft and edit general correspondence, reports, and presentations
• Ordering and Vendor Relations
• Supporting lab manager with materials orders and receiving 
• Support lab manager to schedule maintenance, training and other vendor related activities
• Grants
• Support research grant submissions 
• Support timely production of progress reports and submission of other required documents
• Event Coordination
• Plan and coordinate company events, conferences, and special occasions.
• Handle logistics, invitations, and follow-up tasks related to events.
• Continuous Improvement 
• Identify opportunities to enhance efficiency and effectiveness in supporting the executive.
• Implement process improvements to streamline workflow.
• Create forms and templates to continue standardizing and streamlining processes
• Document and revise standard processes and checklists for activities and workflows

Human Resources

• Recruiting
• Distribute and manage new job postings
• Coordinate interviews, onboard new hires, and maintain employee records.
• Support Active Employees
• Coordinate performance reviews
• Manage trainings maintaining records for compliance
• Maintain accurate and up-to-date records, including employee files ensuring confidentiality and security of sensitive information

Executive Assistant

• Maintain calendars for leadership
• Manage travel arrangements including conferences
• Prepare agendas, documents, and presentations for meetings.
• Attend meetings, take minutes, and distribute relevant information as needed.

Marketing & Communications (optional)

• Support writing and distribution of social media posts based on a given content calendar
• Create simple graphics using existing templates
• Maintain internal company resource site

Note: This description is a summary only and is not intended to be all-inclusive. The duties of this position may change from time to time based on business needs. 

Minimum Position Requirements:

• Interpersonal skills
• Exceptional communication skills, writing skills in particular
• Positive, optimistic demeanor with high integrity
• Strong relationship building skills
• Technical Skills
• Highly proficient in Microsoft Office - particularly Excel and Powerpoint
• A familiarity with Google’s Office equivalents (Sheets, Slides, Docs)
• Must be comfortable with modern virtual meeting softwares, such as: Zoom, Microsoft Teams

Preferred Skills & Experience, though not required:

• Education & Experience
• 4 year degree - BA or BS
• >1 year Office Management experience
• Degree in Finance related field
• Technical writing experience
• Google analytics
• Quickbooks

About the Company

Hesperos, Inc. is a leader in efforts to reproduce human biology to better understand disease states and the human response to therapeutics. As a global contract research organization (CRO), Hesperos is accelerating drug discovery and eliminating the need for animal testing using its Human-on-a-Chip® platform – the most advanced, multi-organ microphysiological systems available today. Ultimately, this breakthrough technology will eliminate the need for animal testing in drug discovery while enabling research into rare diseases previously considered untreatable.

Join our team as we push the boundaries of this breakthrough technology enabling unprecedented insight into the human body and ultimately bringing better treatments to patients faster than ever before. 

Visit our website (hesperosinc.com) to learn more about the company and leadership team.

Hesperos, Inc. is an Equal Opportunity Employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, disability, or veteran status.