Office Administrator to the CEO

Office Administrator to the CEO 

Location: Must sit in Oakland, CA or surrounding area (remote with 20% travel required)
Job Type: FTE
Salary Range: $50K-$100K 
 

Job Summary:
The Office Administrator to the CEO will be responsible for providing comprehensive administrative support to the CEO, managing daily office operations, and facilitating effective communication within the executive team. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion. 

Key Responsibilities: 

• Administrative Support: Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements. 

• Communication: Serve as the primary point of contact between the CEO and internal/external stakeholders. Handle correspondence, emails, and phone calls. 

• Office Management: Oversee office supplies, equipment, and facilities to ensure a well-functioning work environment.  Includes weekly mail pick-up from post-office box 

• Event Coordination: Plan and organize company events, meetings, and conferences. 

• Document Management: Prepare, review, and organize documents, reports, and presentations for the CEO. 

• Project Assistance: Assist with special projects and initiatives as directed by the CEO. 

• Travel: 20% travel required  

Qualifications: 

• Education: Bachelor's degree in Business Administration, Office Management, or a related field. 

• Experience: Minimum of 3-5 years of experience in an administrative or office management role, preferably supporting senior executives. 

Skills and Attributes: 

• Ability to multitask and prioritize tasks effectively. 

• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain a well-organized workspace. 

• Time Management: Efficiently schedule and manage the CEO's calendar, ensuring optimal use of time. 

• Confidentiality: High level of discretion in handling sensitive and confidential information. 

• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. 

• Event Coordination: Proven skills in planning and organizing meetings, events, and conferences. 

• Proactive Attitude: Anticipates the CEO's needs and takes initiative to address them without waiting for instructions. 

• Exceptional Organizational Skills: Keeps everything in order, from the CEO's schedule to office supplies, ensuring nothing falls through the cracks. 

• Strong Communication: Clearly and effectively communicates with the CEO, team members, and external stakeholders, both in writing and verbally. 

• Discretion and Confidentiality: Handles sensitive information with the utmost confidentiality and professionalism. 

• Problem-Solving Abilities: Quickly identifies issues and finds effective solutions, often before they become problems. 

• Adaptability: Thrives in a dynamic environment, easily adjusting to changing priorities and demands. 

• Attention to Detail: Ensures accuracy in all tasks, from managing documents to organizing events. 

• Interpersonal Skills: Builds strong relationships within the organization and with external partners, fostering a positive work environment. 

• Reliability and Dependability: Consistently delivers high-quality work and can be trusted to handle important responsibilities. 

Cyclotron is an Equal Opportunity Employer. Cyclotron values diversity, equity and inclusion, and aims to practice DE&I in all that we do.