Executive/Personal Assistant to CEO
4 days ago
Tempe
Job Description Position Overview We are seeking an exceptionally organized, proactive, and versatile professional to serve as Executive/Personal Assistant to the President and CEO of Centera Bioscience. This unique hybrid role requires managing the comprehensive professional and personal needs of an executive who oversees 90 employees across multiple companies, serves in senior scientific leadership roles, sits on advisory boards, and manages two residential properties. The ideal candidate will be a strategic partner who seamlessly handles both high-level business operations and complex personal logistics. You'll coordinate across Centera Bioscience, Trucelium Inc (Canada), Future Nutra Foundation, and the AOAC functional fungi advisory board, while simultaneously managing property-related projects including a major home renovation/rebuild and ongoing maintenance of a second residence. This position requires exceptional judgment, absolute discretion, masterful multitasking abilities, and the flexibility to pivot between boardroom priorities and personal logistics. You must be comfortable operating independently, anticipating needs before they arise, and serving as a trusted confidant who can handle sensitive business and personal information. Key Responsibilities Business & Executive Support (60%) • Manage complex calendars across multiple organizations and time zones, coordinating meetings, board commitments, and travel schedules, • Serve as primary liaison between the executive and the 90-employee organization, board members, scientific collaborators, and external stakeholders, • Prepare materials for board meetings, presentations, and scientific engagements, • Handle confidential business correspondence, screening and prioritizing communications, • Coordinate domestic and international business travel, including arrangements for Canadian operations, • Manage expense reports, invoicing, and financial documentation across multiple entities, • Support strategic initiatives and special projects as assigned, • Attend select meetings to take notes and track action items Personal & Lifestyle Management (40%) • Oversee all aspects of two residential properties (Tempe and Flagstaff), serving as primary point of contact for contractors, vendors, and service providers, • Project manage major Tempe house renovation or rebuild, including coordinating with architects, contractors, designers, permits, timelines, and budgets, • Manage ongoing maintenance, repairs, and household staff coordination for both properties[, • Coordinate personal travel and vacation planning, • Handle personal appointments, reservations, and scheduling, • Manage personal errands and shopping as needed, • Coordinate property-related deliveries, installations, and service appointments, • Research and vet service providers, obtaining quotes and managing vendor relationships Required Qualifications • Minimum 5-7 years of experience in an executive assistant, personal assistant, or lifestyle management role supporting C-level executives or high-net-worth individuals, • Proven experience managing both professional business operations and personal/household tasks, • Demonstrated project management experience, ideally including property management, renovation, or construction coordination, • Exceptional organizational skills with ability to manage multiple concurrent priorities across vastly different domains, • Excellent written and verbal communication skills, with ability to represent the executive professionally, • Strong problem-solving abilities and proactive mindset—anticipates needs and resolves issues independently, • High level of discretion and ability to handle confidential business and personal information, • Proficiency with productivity software (Microsoft Office/Google Workspace), project management tools, and ability to quickly learn new systems, • Flexibility to work outside standard business hours when urgent matters arise, • Valid driver's license and willingness to run errands locally as needed Preferred Qualifications • Experience supporting executives in scientific, biotechnology, or healthcare industries, • Familiarity with multi-entity business structures (for-profit companies, nonprofits, advisory boards), • Experience coordinating across US-Canadian business operations, • Previous involvement in residential construction, renovation, or property management projects, • Network of trusted local vendors and service providers in the Tempe/Flagstaff area, • Bachelor's degree in business administration, communications, or related field Key Competencies Business Acumen: Understanding of corporate operations, nonprofit structures, and board governance to effectively support multi-faceted executive responsibilities Holistic Thinking: Ability to see the big picture across professional and personal domains, understanding how various commitments and projects interconnect Anticipatory Service: Proactively identifying needs, potential conflicts, and solutions before being asked Adaptability: Comfortable shifting between strategic business matters and hands-on personal tasks without missing a beat Relationship Management: Building and maintaining relationships with diverse stakeholders from scientists and board members to contractors and household staff Time Optimization: Expert at maximizing the executive's productivity by handling everything outside core leadership and scientific work Work Environment & Schedule • Location: This is a hybrid position based primarily in Tempe, with occasional travel to Flagstaff and potential trips to support Canadian operations, • Schedule: Generally Monday-Friday with flexibility required for urgent matters, property emergencies, or time-sensitive business needs, • Workspace: Combination of working from executive's Tempe office, remote work, and on-site coordination for property projects, • Reporting Structure: Direct report to CEO with high degree of autonomy and decision-making authority within established parameters Compensation & Benefits • Salary Range: Starting at $65,000/yr Commensurate with experience, • Comprehensive benefits package: Medical, Dental, Vision, matching 401(k), Life Insurance, employee discounts, PTO, and more., • Professional development opportunities, • Exposure to multiple industries (biotech, nonprofits, advisory boards), • Autonomy and trust to manage complex, varied responsibilities, • Opportunity to make significant impact on executive effectiveness and quality of life