Executive Business Assistant (Founder's Office)

About the Role mBIOTA Labs is seeking an exceptionally sharp, resourceful, and detail-oriented Executive Business Assistant to support our Founder across her business interests, including mBIOTA Labs and a portfolio of real estate and other entities. This is a full-time, in-office role based in Santa Monica and a true right-hand position within the Founder’s Office. You’ll work closely with the Founder and partner with mBIOTA’s CEO, COO, and broader team across business administration, real estate, office operations, marketing, and special projects. The person who succeeds in this role is quick to learn, highly proactive, and exceptional at follow-through. You can take direction, understand the objective, figure out what needs to happen next, and own a task through completion. You notice details others miss, know when something should be flagged, and increasingly anticipate needs before being asked. The range of work is intentionally broad. You might spend a morning helping resolve a state tax registration issue, then review a service agreement for one of the Founder’s properties, make sure the Santa Monica office is running smoothly, and finish the day helping prepare for a brand activation. There is no “too small” mentality in this role. You should be as willing to call a government agency, categorize expenses, stock office supplies, or personally check that a property is ready for a tenant as you are to build an Excel model, review a contract, or manage a complex project. For an ambitious early-to-mid-career professional, this is an unusual opportunity to gain hands-on exposure to entrepreneurship, business operations, real estate, marketing, and multi-entity management while working closely with a Founder and senior leadership team. What You'll Do Founder’s Office & Business OperationsSupport the Founder across mBIOTA Labs, her real estate portfolio, and other entities, keeping administrative and operational priorities moving.Help administer multiple LLCs, including records, registrations, tax and employment accounts, filings, licenses, and other requirements.Work with government agencies, accountants, attorneys, payroll providers, and other partners to establish accounts, resolve issues, and drive matters through completion.Review business mail, contracts, agreements, and other documents thoughtfully, identifying important notices, deadlines, unusual terms, or decisions that need to be surfaced.Build and maintain Excel/Google Sheets trackers, budgets, reports, and light financial models; assist with expense categorization and financial administration. Real Estate & Property OperationsSupport operations across the Founder’s real estate portfolio, including long- and short-term rentals, leasing, renovations, maintenance, and vendor management.Manage rental listings and support tenant leasing, move-ins, move-outs, and ongoing needs.Coordinate contractors, property managers, brokers, cleaners, and other vendors while maintaining ownership of the final outcome.Ensure properties are meticulously prepared for tenants and guests, personally verifying that details have been handled and the property meets the Founder’s standards.Review leases, service agreements, and vendor contracts, proactively flagging issues before they reach the Founder.Respond to urgent property matters by activating the appropriate resources and following through until resolution. Hours & Responsiveness: This is a standard full-time role aligned with normal business hours. However, property issues can occasionally arise in the evening or on weekends, and responsiveness is expected when something urgent occurs. This does not mean personally solving every issue after hours; it means ensuring the appropriate resource is activated promptly and the matter is tracked through resolution. mBIOTA Office, Executive & Brand SupportServe as the primary office administrator and key holder for mBIOTA’s Santa Monica office.Own day-to-day office operations, including mail, supplies, deliveries, vendors, facilities issues, and coordination with building management.Provide hands-on administrative and operational support to the Founder, CEO, and COO as needed.Support the Director of Brand with marketing projects, including social media, experiential events, brand activations, launches, and other initiatives.Jump into the executional details—from sourcing vendors and gathering quotes to organizing materials and coordinating logistics—that keep projects moving. Projects & Catch-All ExecutionOwn projects and requests from initial direction through completion: determine next steps, execute, follow up, and close the loop.Manage multiple priorities without losing track of details, deadlines, or outstanding follow-ups.Proactively chase responses, surface delays, and escalate issues before they become problems.Research, make calls, gather quotes, prepare documents, set up accounts, troubleshoot issues, and coordinate logistics as needed.Recognize when something simply needs to get done and step in to do it - even when it falls outside a traditional job description. What Success Looks Like You understand that sending the email is not completing the task. A task is complete when the intended outcome has been achieved, verified, and communicated. You follow up without being reminded, read documents before forwarding them, notice when something doesn’t look right, and bring potential solutions - not just problems - when something needs to be escalated. As you gain context, you naturally progress from “What would you like me to do?” to “I noticed this needed to happen, so I took care of it.” You also aren't precious about the type of work you take on. Sometimes the highest-value thing you can do is analyze a spreadsheet or identify an issue in a contract; other times, it is making the fourth call to a government agency or personally checking that a property is ready for a tenant. You take equal pride in doing both well. What We’re Looking For3–5 years of experience in business operations, executive support, finance, real estate, project management, professional services, or another demanding environment. Candidates with less experience who demonstrate exceptional capability are encouraged to apply.Exceptionally sharp and quick to learn: you connect dots, ask thoughtful questions, and figure out unfamiliar problems without requiring step-by-step instructions.Outstanding follow-through, attention to detail, and ownership.Strong judgment and business acumen; you know what to handle independently and what needs to be escalated.Highly proactive - you don't wait to be told about obvious next steps.Strong proficiency in Excel and Google Sheets, including comfort with financial data, budgets, formulas, and light financial modeling.Excellent written and verbal communication skills and high discretion.A genuine no-task-too-small attitude and willingness to handle administrative, logistical, or hands-on work when needed.Based within commutable proximity to Santa Monica; this is a full-time, in-office role.Ability and willingness to travel periodically for property oversight, events, and other business needs (approximately 4–6 trips per year, with occasional additional travel).Experience supporting a founder or entrepreneur, managing multiple entities, working with real estate, business compliance, finance/accounting, or supporting events and brand activations is a plus. What We OfferSalary Range: $85,000–$110,000, depending on experience and fitComprehensive medical, dental, and vision insurance401(k) with employer matchSignificant exposure to multiple businesses, real estate entities, and an early-stage health innovation companyA high-trust environment where strong performance, initiative, and ownership are rewarded with increasing responsibility