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Office Manager/Executive Assistant

About Inscopix:

Inscopix is a neurotechnology company developing a platform and full stack for real-time brain mapping. Our vision at Inscopix is to drive new treatments to dramatically improve the health and well-being of people suffering from debilitating brain and nervous system disorders. Inscopix’s flagship products, nVista and nVoke, have been deployed in over 400 research institutions across the world resulting in over 85 top-tier scientific publications and empowering breakthroughs in Alzheimers, Parkinson’s, psychiatric disorders, chronic pain, and addiction. Based in Palo Alto, the Inscopix team brings together deep domain expertise in neuroscience, engineering, and data science. Advised and backed by industry luminaries and investors, Inscopix has been recognized as a World Economic Forum Technology Pioneer, and by Deloitte as one of North America’s fastest growing technology companies.

About the Role:

As the Office Manager and Executive Assistant at Inscopix, you play a highly valued role in the continued development of our company’s growth and culture.  What’s so unique about this role is you’ll contribute to several aspects of the Company’s day-to-day activities such as managing the office, but you’ll also have the opportunity to work side by side with our CEO as his partner and take ownership of projects that matter most to him and our office. We envision someone growing and specializing in one of these three areas and hoping to find someone that has a passion to make this role their own. 

What You’ll Be Doing:

Office Management:

  • Managing desk and office space including office relocation, decor, and aesthetics. 
  • Ordering office, snack, and swag supplies ensuring our employees have the basics to feel proud, productive and happy. 
  • Handle front office operations (e.g., receiving visitors, sorting and distributing mail)
  • Manage logistics of janitorial staff. 

Executive Support: 

  • Anticipate the needs of the CEO and plan accordingly which includes being proactive with his meetings and travel plans.
  • Assist the CEO with meeting preparation including content or PowerPoint presentations. 
  • Prepare CEO’s expense reports and reconcile CEO’s corporate credit card statement.
  • Prepare content and compose correspondence for executive or board review in support of the CEO such as presentation material for company wide or Board of Director meetings. 
  • Assist with general office administrative tasks as our CEO needs.
  • Coordinate Board of Director and Town Hall meetings including adding Inscopix traditions to Town Hall meetings. 

Talent/People Operations:

  • Coordinating interviews and providing a stellar candidate experience. 
  • Contribute to planning events that support people team initiatives. 
  • Logistics organization and project management of intern hiring
  • Conducting onboarding presentations for new employees and facilitating other aspects of the onboarding process. 
  • Own company and employee celebrations such as anniversaries and grant funding.
  • Takes ownership in organizing creative (and well attended) monthly/quarterly company wide events to reinforce our culture and build connections among employees. 

 

What We’re Looking For:

  • 5+ years of experience in office management, administration or human resources. We’re looking for experience that you commit to things you start, and feels comfortable in a role that requires being driven and supporting others. We will gladly welcome candidates with much more experience since you’ll probably help innovate and level up our organization even more. 
  • Strong detail orientation and organizational skills. We know everyone says they’re detailed, but being able to articulate the way you keep track of details will be key. You follow up and follow through to make sure no detail gets missed. 
  • Resourceful problem solver. You get asked to do a task you haven’t done? No problem. You’ll do research, find someone that has, and bring ideas on how to do things better and faster. You’re not afraid to ask for help when you want to learn but feel confident in what you can do independently. 
  • Project Master - Multi-tasking Guru. You’ll be shifting gears constantly from re-arranging our CEO’s schedule to make room for a priority to brainstorming about culture initiatives to planning an event at a conference. Someone with great project management skills will excel in this role. 
  • Bachelor’s Degree in a related field. We’re open to various backgrounds, degrees, and experiences, but this is a preference. 
  • Positive mindset. Someone that sees opportunity within every challenge. 
  • Ability to Think Bold. Looks at a process or situation and think, “How can we do this better or faster? How can I uplevel this process? 

 

Reports To:

This position will report to our CEO, with an indirect line to our part time VP, People as needed. 

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