Executive Assistant and Office Manager

At Kailera, we are bold, authentic and committed to our mission of developing therapies that give people the power to transform their lives and elevate their overall health. Rooted in an entrepreneurial spirit and a team-oriented culture, we are working together to advance Kailera’s mission to advance novel therapies for obesity and related conditions.
 
We are passionate about creating an inclusive workplace that promotes collaboration, integrity, and excellence. As we expand, we seek the most talented individuals with diverse backgrounds, cultures, perspectives, and experiences to join our team.

What You’ll Do:

We are seeking an Executive Assistant/Office Manager to join our team. In this role, you will work closely with our Chief Technology Officer (CTO) and Chief Medical Officer (CMO) and collaborate with the broader organization to support business management processes across multiple levels. This position provides an exciting opportunity to broaden your experience in operations, driving change as we establish our first dedicated office space in the San Diego area.

The position requires the ability to manage several diverse tasks and projects simultaneously and carry significant responsibility for key processes. The ideal candidate will be proficient with technology, meeting coordination, and computer software, and eager to develop skills in business planning and operational support. We are looking for a motivated self-starter and strong communicator with a high level of ownership, commitment, and a keen sense of urgency.

This position reports to the Chief Technical Officer and will be located in the San Diego, CA office.

Responsibilities:

• Administrative Duties:
• Provide dedicated administrative support to the CTO, including calendar management, travel coordination, and expense reporting.
• Prepare meeting materials and conference rooms, including making PowerPoint slides and setting audience response systems as needed.
• Handle sensitive and confidential information, ensuring the timely follow-up of action items related to projects, executive meetings, and board presentations.
• Manage the CTO’s calendar, balancing availability, resolving scheduling conflicts, and allocating time for work completion.
• Manage logistics associated with on-site and virtual meetings.
• Prepare and reconcile expense reports and credit card statements, ensuring adherence to company guidelines.
• Review and improve administrative systems and processes for efficiency.

Office Management Duties:

• Manage office supplies and kitchen stock.
• Coordinate cross-functional and team meetings.
• Propose best practices and process improvements to enhance office efficiency.
• Communicate office-wide initiatives and relevant information.
• Assist with planning and organizing office events and other company functions.
• Manage incoming and outgoing mail, deliveries, invoices, and office expenses.
• Ensure compliance with company policies, such as the Code of Business Conduct and Ethics, and promote adherence among team members.
• Perform other duties as assigned

Qualifications:

• 6 to 8 years of administrative experience, preferably with C-Suite executives.
• Undergraduate degree preferred.
• Experience in the biotech or pharma industry preferred.
• Office management experience preferred.
• Excellent time management skills and the ability to meet deadlines.
• Adaptability in a fast-paced, dynamic environment.
• Strong verbal, written, and interpersonal communication skills.
• Professional, friendly demeanor with a positive, "can-do" attitude.
• Exceptional customer service skills.
• High attention to detail and organizational capabilities.
• Proven ability to handle sensitive and confidential information with integrity and discretion.
• Analytical and creative problem-solving skills with a proactive mindset.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Office Suite, including PowerPoint and Excel.

EQUAL EMPLOYMENT OPPORTUNITY INFORMATION: 

Kailera Therapeutics, Inc. is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race (including traits historically associated with race, such as hair texture and protective hairstyles), color, creed, religion (including religious dress and grooming practices), national origin, ancestry, citizenship status, age (40 and over), sex or gender (including pregnancy, childbirth, pregnancy-related conditions, and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, reproductive health decisions, domestic victim status, political affiliation, or any other characteristic protected by applicable federal, state, or local laws and ordinances.

E-Verify:

Kailera Therapeutics, Inc. uses E-Verify to confirm the identity and employment eligibility of all new hires.