Job Title: Executive Assistant & Office Operations Manager Job Description We are seeking an experienced Executive Assistant & Office Operations Manager to provide high-level support to executives and the Board of Directors while overseeing the day-to-day operations of our South San Francisco office. This role is ideal for a seasoned executive assistant with over 3 years of experience, who brings polish, discretion, and sound judgment, along with a hands-on, 'no job is too small' mindset. You will be a trusted partner to leadership, a central point of coordination for board activities, and a steady presence ensuring the office runs smoothly and efficiently. Responsibilities + Provide direct administrative support to executives, including complex calendar management, meeting coordination, and scheduling across internal and external stakeholders. + Coordinate all logistics for Board of Directors and committee meetings, including scheduling meetings, managing board calendars, preparing and distributing agendas, presentations, and pre-reads, coordinating onsite and virtual board meetings, and managing follow-ups and action items. + Serve as a professional point of contact for board members, investors, and external partners. + Handle sensitive, confidential, and time-critical information with discretion and sound judgment. + Prepare executive briefing materials, slide decks, and leadership presentations. + Anticipate executive and board needs and proactively resolve logistical or administrative issues. + Own the day-to-day operations of the South San Francisco office, ensuring a well-organized, welcoming, and functional environment. + Manage office supplies, vendors, facilities requests, and service providers. + Coordinate office lunches, catering, and meeting logistics. + Serve as the onsite point person for employees’ office-related needs. + Support company events, leadership meetings, and offsites, including setup, coordination, and cleanup. + Identify opportunities to improve office processes, workflows, and operational efficiency. + Coordinate interview scheduling using Google Calendar. + Greet candidates and visitors onsite as needed. + Assist with onboarding logistics and first-day coordination. + Support document preparation and electronic signatures using DocuSign. + Maintain accurate administrative and organizational records. + Update organizational charts and presentations using PowerPoint. Essential Skills + Minimum of 3 years of experience as an Executive Assistant supporting executives. + Demonstrated experience working directly with Boards of Directors and executive leadership. + Experience managing office operations in a fast-paced environment. + Strong working knowledge of Google Workspace and Microsoft Office. + Excellent written and verbal communication skills. + Exceptionally organized with strong attention to detail and follow-through. + Discreet, trustworthy, and comfortable handling confidential information. Additional Skills & Qualifications + Experience in biotech, life sciences, or a high-growth startup strongly preferred. + Highly proactive, resourceful, and solutions-oriented. + Comfortable managing competing priorities and shifting deadlines. + Calm, professional, and polished in interactions with executives and board members. + Hands-on, team-first attitude—no task is too small. Work Environment This position is onsite at our South San Francisco office. The role involves working in a dynamic and collaborative environment, where maintaining a professional and polished demeanor is crucial. The office is well-organized and functional, catering to the needs of both employees and visitors. This posting is for an existing vacancy Job Type & Location This is a Contract to Hire position based out of South San Francisco, CA. Pay and Benefits The pay range for this position is $38.00 - $48.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in South San Francisco,CA. Application Deadline This position is anticipated to close on Feb 20, 2026. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.