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Lumen Bioscience

1441 N. 34th St, Ste 300

Seattle, WA 98103

Open Position:  Administrative Assistant & Office Manager

STATUS:               Full-time, regular

TARGET START DATE:    Immediately

REPORTS TO: CEO

Job Description

The Administrative Assistant & Office Manager will provide end-to-end administrative support for Lumen’s four-member executive team, primarily the CEO, as well as taking responsibility for various office management activities.  Lumen currently employs 40, and this position is our first for administrative support — to date all members of the team have managed their own administrative matters alone.

Essential Duties and Responsibilities

The major tasks for this position are as follows:

  • Administrative

    • Managing the CEO’s calendar— meeting appointments and agendas, assisting with the creation of presentations and other meeting documents, and following up on meeting deliverables where required

    • Coordinating meeting logistics including scheduling and calendaring, and day-of logistics such as meeting room reservations and setup, conferencing equipment, and catering. As greater familiarity with the business develops, this will include anticipating meeting details such as agenda creation, document preparation, and presentation readiness

    • Working with the company’s travel agent, coordinating travel arrangements with attention to detail and an eye toward getting value for the company’s travel dollars, and preparing expense reports through the company’s expense reporting tool

    • Greet guests, answer the phone and track employees for urgent calls

    • Managing the CEO’s meeting agenda at conferences

  • Office management:

    • Working initially with the company’s lab operations manager, and over time independently, ordering and monitoring stocks of office supplies

    • Managing the snacks and beverages provided for employees in the company lunchroom, working initially with the company scientist who has overseen these to date

    • Working (primarily) with the CFO undertake responsibilities for management and procurement of office equipment, furniture and supplies as well as support of other office functions as required.

    • Assisting the CEO and other executives with encouraging the development of a positive and supportive company culture, including driving (with external event planner support where appropriate) the planning and execution of company events, for example, celebrations of company milestones, company holiday party and summer event, off-site planning events, etc., and looking for new and creative ways to foster a positive and supportive esprit-de-corps.

    • Working with other team members, managing front desk accesses, receiving, and ensuring compliance with regulatorily required sign-in/sign-out procedures

    • Other special projects as assigned.

Desired Qualifications & Requirements

Education and Experience

  • Bachelor’s or Associate’s degree preferred; high school diploma or equivalent required

    • A degree in the biology field would be helpful, but not essential

  • Must have 4+ years of work experience, preferably in an administrative support role working with teams

  • Experience handling executive schedules and domestic/international travel arrangements

  • Proficiency with Microsoft Word, Excel, and PowerPoint

  • Solid business writing skills including a strict eye for grammar, spelling, and details

The successful candidate will have the following attributes:

  • Exceptional organizational skills, attention to detail, and the ability to juggle competing priorities

  • A keen sense of discretion, as the position involves access to and occasionally handling confidential information (including HR data from time to time)

  • Self-starter, able to contribute effectively in a fast-changing environment, taking ownership over their area of responsibility while noticing and supporting other opportunities for growth

  • Ability and willingness to pitch in to do what needs to be done in a changing environment where requirements may be in flux

  • The ability to work independently

  • A high-energy, playful, positive attitude to match and amplify that of the researchers at Lumen!

Physical Requirements:

  • Sit for extended periods of time (2 or more hours)

  • Occasionally lift or carry up to 20 kg

Application Instructions

​Please submit a resume and cover letter to jobs@lumenbioscience.com with the position title in the subject title.

 

This position is available immediately. Applications will be reviewed upon receipt. Only successful applicants will be contacted.

About Lumen

Based in Seattle, Washington, Lumen Bioscience has developed proprietary technologies for synthesizing high-value products in a novel platform organism. Lumen completed its Series A financing in mid-2017 and is using these technologies to produce novel products that solve long-standing problems in human and animal health and nutrition, working out of a beautiful lab and office facility overlooking Lake Union in Fremont.  At Lumen, you’ll be challenged, you’ll be inspired, and you’ll be proud to be part of an innovative organization making a real impact on improving the quality of life globally.

Lumen is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

NOTE TO EMPLOYMENT AGENCIES: Lumen values its relationships with recruitment partners and will only accept resumes from those partners that have been contracted by a member of the human resources team. Lumen is not responsible for any fees related to resumes that are unsolicited or are received by any employee of Lumen who is not a member of the human resources team.

 

Created BF 5/9/18