Website Helaina, Inc.
Helaina is a team brought together by the belief that health and developmental outcomes of all infants can be improved through nutritional options closest to breast milk. Our team is revolutionizing the infant nutrition space by developing a food product meant to uniquely support babies in their earliest stages. Helaina’s R&D ecosystem harnesses the power of naturally occurring biological processes in tandem with modern advances in the space of synthetic biology, fermentation, and improved industrial processing.
We are a fast-paced startup looking for our next team member who is intensely passionate about advancing synthetic biology for food and beverage products and redefining the future of nutrition.
In this position you will serve as critical support, acting as both the Executive Assistant to our CEO and as the point of contact for office related coordination for the operations team. As the Executive Assistant, you will provide administrative support in all day to day needs, enabling our CEO to be more efficient by keeping him/her organized, prepared and on time. As the Office Coordinator, you will be responsible for creating a well-organized and efficient office environment that represents Helaina’s culture. You will help evolve and create office management procedures that ensure effectiveness, efficiency and compliance. The Office Coordinator will look for ways to add value across teams through exceptional execution of projects and partnership in cultural initiatives. As part of both functions, you will have the opportunity to deal with a diverse group of important executives internally and externally, acting as a key representative of Helaina.
You are the right fit for this position if you are incredibly organized, passionate about our mission, proactive and scrappy. To be successful in this role, you must be able to work well under pressure, thrive in a fast paced environment, juggle lots of projects and deadlines at once, and have a proven track record of excellence in a similar work environment.
What You’ll Do – Executive Assistant
- Provide administrative support to the CEO, managing all aspects of his/her calendar and schedule including conference calls, appointments, meetings, travel, transportation, etc.
- Understand business priorities and act accordingly, using best judgment as to which meetings and interviews need to be prioritized, which meetings cannot be moved, and ensuring our the CSO never has a schedule conflict or is overcommitted.
- Support communication, organization and general business needs as necessary, creating and maintaining documents, folders, filing systems, databases, etc.
- Support creation and distribution of presentations/materials for meetings as needed
- Coordinate team offsite events as necessary.
What You’ll Do – Office Manager
- Ensure the office consistently runs smoothly, keeping track of office inventory, and maintaining on-hand supply.
- Be the point of contact and coordinate all office services and vendors that support the office
- Partner with HR and GM to ensure all new hires are set up for success in their physical workspace
- Oversee the seating chart and facilitate internal moves, ensuring that all employees are well-equipped and have a smooth experience as we change and grow
- Maintain, identify, and communicate office policies and procedures, and ensure they are implemented appropriately
- Partner in the planning for various events such as holiday parties, office celebrations, etc.
- Own messaging information about employment policies, building procedures, changes, or alerts to the broader groups.
Qualifications
- 2-5 years of prior administrative experience in an operational function
- Relevant work experience in a startup or company with similar pace and structure is a must
- Strong interpersonal skills & the ability to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy
- Proven ability to thrive in a fast-paced environment and demonstrate ability to juggle multiple competing tasks, deadlines, personalities, long and short-term projects, etc.
- Must be able to interact and communicate with individuals at all levels of the organization including senior executives, board members, etc.
- Extreme attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines
- Must be forward-thinking and constantly one step ahead
- Must be able to appropriately handle confidential information and use best judgment for sharing information
- Proficiency Corporate Gmail, and Google Suite, and Microsoft Office.
- Extra points for familiarity with monday.com
The Logistics
- Terms of employment: Full-time, non-exempt
- Location: NYC or Remote; United States
- Benefits: Full medical coverage, optional dental and vision packages, a 401(k) plan with employer match, unlimited vacation, the opportunity for advancement, respectful managers, and supportive colleagues.
- This is a U.S.-based position: In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
Helaina is an Equal Opportunity Employer
For more information, please contact careers@myhelaina.com
