Executive Assistant Office Manager

If “Head of Everything” or “Chief of Keeping the Business Together” was an optional title, we would have chosen that instead. We are a management consulting firm for the global medical device industry with a focus on talent acquisition, facilitating venture capital, and making seed investments for startups. See our website at www.lifeblood.inc.

We are five (5) person team, a young company, and a proven business plan. We travel the world, we work within one of the most brilliant industries and groups of people, and we make a significant impact on the development of medical technologies…pretty cool, huh? And, we get to be based out of Delray Beach, Florida. We pride ourselves on fostering a collaborative and vibrant work environment where every team member plays a crucial role in our success. As we continue to grow, we are seeking a talented and organized Office Manager & Executive Assistant to join our team.

We are looking for a highly motivated and versatile individual who can seamlessly manage office operations, provide executive-level support, assist in organizing events and conferences, and ensure the company’s legal and HR compliance. The ideal candidate is a proactive problem-solver with exceptional organizational and multitasking skills. And, we would strongly prefer someone who we would like to share a drink with at the end of a long day because they are not only brilliant at what we need, they are also cool human being.

To be upfront about this, we are building a culture and that is the most important piece of our growth. In order to do this, we do not embrace virtual or hybrid models. This position has expectations of being in the office Monday through Friday. We all have families, some team members have young kids, and we are highly practical on having needs to be out of the office to take care of personal situations when necessary. We have a high tolerance and flexibility with this. However, the baseline expectation is that this is an office-based position.

If you are commutable to the Delray Beach area and this opportunity sounds interesting then we would love to hear from you.

**Responsibilities include but are not limited to:**

Executive and Administrative Support:

• Provide high-level administrative support to executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Assist with various administrative tasks, including filing, data entry, and record-keeping.
• Help maintain company databases and contact lists.
• Facilitate effective communication within the organization.
• Address conflicts and issues that may arise in the executive’s interactions and work.
• Handle confidential information with discretion.

Office Management:

• Ensure the smooth day-to-day operation of the office, including maintaining supplies, equipment, and facilities.
• Create and update Company’s SOPs.
• Oversee office expenses, identifying cost-saving opportunities.
• Prepare and track invoices and agreements.
• Extend offer letters, resignation letters, and basic onboarding HR tasks.
• Handle team building events organization.
• Work with outside vendors and negotiate contracts.
• Welcome guests and clients and ensure a positive office experience.

Legal Compliance:

• Track and manage deadlines for renewing licenses, permits, insurance, and other legal requirements.
• Ensure the company’s compliance with local, state, and federal regulations.
• Collaborate with legal counsel and regulatory authorities as needed.

Marketing and Conference Coordination:

• Assist in planning and organizing large company events, conferences, and meetings.
• Prepare and maintain yearly events calendar.
• Collaborate with teams to create event materials, agendas, and presentations.
• Coordinate logistics, such as venue selection, audio-visual setup, guest lists, etc.
• Coordinate the creation of marketing collateral, including brochures, flyers, social media content, and email campaigns.
• Coordinate digital marketing efforts, including SEO, SEM, social media, and email marketing. Schedule and manage the distribution of online content.
• Share marketing updates and strategies with the executive team and other relevant departments.
• Facilitate internal coordination to support marketing initiatives.
• Maintain a library of brand assets for easy access.
• Create job postings on Company’s website using WordPress.
• Interface with external vendors and marketing agencies, if applicable.
• Ensure that vendors deliver on time and within budget.
• Providing support during off-site meetings and events, when necessary.

**Qualifications: **

• ZERO EGO
• Bachelor’s degree.
• Proven experience in office management and executive support roles.
• Strong organizational and time-management skills.
• Incredibly high attention to details.
• Proficiency in Microsoft Office Suite and other office software.
• Excellent and outgoing personality with a default to over communicate.
• Experience managing financial and accounting operations.
• Has a creative side to get involved with branding and marketing.
• Embraces the entrepreneurial phrase “Closest to the broom, sweeps.”

**Benefits:**

• Competitive salary and bonus opportunities.
• Comprehensive health and retirement plans.
• Career development and growth opportunities within the company.
• A collaborative and inclusive work environment.
• Ability to travel within the US and internationally.

Lifeblood | Capital + Talent