Executive Assistant, Finance & Office Manager

Key Responsibilities

• Provide executive, administrative, and operational support to the CFO and Finance leadership team including support to broader Finance team operations and special projects as needed
• Coordinate the CFO's calendar in partnership with the CEO's Executive Assistant, including investor meetings, conferences, and key corporate activities
• Serve as the primary coordinator for Definium's San Diego office
• Manage office operations, supplies, workplace resources, facilities coordination, vendor relationships, and workplace services
• Coordinate routine employee events, celebrations, and local office activities
• Support onboarding activities for San Diego-based employees
• Partner with cross-functional teams to ensure a professional, welcoming, and productive office environment
• Act as a resource for employees and visitors regarding office-related matters
• Cover domestic and international travel arrangements and related logistics
• Coordinate departmental meetings, offsites, team activities, leadership events, investor relations related meetings and board and committee meetings
• Screen and prioritize meeting requests while helping resolve scheduling conflicts
• Track action items and follow-ups from key meetings and leadership discussions
• Process expense reports, invoices, and other departmental administrative needs
• Partner closely with executive assistants across the organization to coordinate schedules, travel, meetings, and executive priorities
• Aid with other special projects and other corporate initiatives as needed

Qualifications

• Bachelor's degree or equivalent experience
• Minimum 7 years of experience supporting senior executives in a public company
• Experience in biotechnology, life sciences, healthcare, or similarly fast-paced environment
• Experience supporting C-suite executives and/or executive leadership teams
• Experience supporting Finance or Executive Leadership functions preferred
• Experience coordinating executive travel, conferences, corporate events, and complex scheduling activities
• Experience managing office operations, facilities, vendors, or workplace services
• High proficiency with Microsoft Office, Outlook, Zoom, and related productivity tools
• Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail
• Highly organized, proactive, detail-oriented, and exercises exceptional discretion and judgment in a fast-paced public company environment
• Must be able and willing to come into the San Diego office 3 days per week