Administrative Assistant

We are seeking an awesome, highly organized and efficient individual to join our team as an Administrative Assistant.

This role will play a key part in keeping our company administration running smoothly and efficiently, providing exceptional support to our staff and ensuring a positive and productive work environment. This role will report to the Chief of Staff and include administrative responsibilities for the CEO, Chief of Staff, and broader company.

Continue reading if your superpowers are:

• Meticulous organizational skills – you have a knack for keeping things in order and managing tasks with precision.
• Prolific communication – you articulate ideas clearly and listen intently, ensuring smooth and effective exchanges.
• Forward-thinking prioritization and proactivity – you not only anticipate future needs and challenges but also prioritize tasks effectively to address them head-on, ensuring that your team is always prepared.
• Adaptive agility – you navigate change with ease, adjusting quickly to new directions or challenges.
• Inquisitive mindset with rapid learning ability – your curiosity drives you to explore and learn swiftly, constantly adding new skills to your repertoire.

About SiPhox:

SiPhox, supported by Y Combinator, Intel, and Khosla Ventures, is revolutionizing diagnostics through Silicon Photonics, an advanced technology that has transformed the data center industry with optics miniaturization. Our handheld devices, powered by disposable silicon photonic chip sensors, deliver the capabilities of large laboratory instruments in a compact form.

Responsibilities:

Executive Assistant Duties:

• Inbox and calendar management, including filtering emails.
• Prepare organizational documents and presentations.
• Handle travel arrangements and expense reports.
• Assist with confidential matters and special projects.
• Understand and assist with long and short term company priorities.

Events:

• Plan and execute company events, from small meetings to large conferences.
• Compose and design event-related communications.
• Manage event logistics, including catering, equipment rental, and venue booking.
• Coordinate with vendors and speakers to ensure a successful event.

Additional responsibilities, skillset and bandwidth permitting:

Office Operations:

• Assist Office Administrator with daily office operations, including scheduling meetings and appointments, managing calendars, maintaining office supplies, and coordinating maintenance requests.
• Implement and maintain office policies and procedures, ensuring compliance with company standards.
• Maintain a professional and welcoming environment for visitors and clients.
• Manage travel arrangements for staff, including booking flights and hotels.
• Order company memorabilia / swag.
• Maintain and improve office space, including maintaining the kitchen inventories.

Shipping and Receiving:

• Manage incoming and outgoing mail and packages.
• Track shipments and ensure timely delivery.
• Maintain accurate records of all shipping and receiving activities.

Purchase Orders:

• Process purchase orders for office and lab supplies.
• Negotiate with vendors to secure the best prices and terms.
• Track receipt process and maintain accurate records.

HR Benefits:

• Assist with onboarding new employees, including benefits enrollment and paperwork processing.
• Maintain employee records and update HR systems.
• Manage employee leave requests and time off.

Qualifications:

• Minimum of 1-2 years of experience in a similar role in administration. 3+ years of total professional experience preferred
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills. Effective interpersonal skills.
• Proficient in Microsoft Office Suite.
• Ability to work independently and manage multiple priorities.
• Experience with event planning a plus.
• Experience with purchase orders, HR benefits, and shipping and receiving a plus.

Bonus:

• Experience in healthcare or other engineering technical fields preferred.
• Experience with: Outlook, Slack, Notion, Gusto, Quickbooks, and G-Suite

This is a 3 month contract role with the option for renewal. We hope that this person over time becomes a long-term fit with the team.

We offer a company benefits package, along with the opportunity to work in a dynamic and fast-paced environment. If you are a highly motivated and organized individual with a passion for exceeding expectations, we encourage you to apply!

We look forward to hearing from you.

This is an open search for the right fit. We will be reviewing resumes every 1-2 weeks in a batch process. From your first interview on, the process will take 1-2 weeks. The process includes a 20-min first-round virtual interview, a 2-3 hour take-home assignment, and an on-site interview day. The candidate will progress to each successive step by invitation.