Junior Executive Assistant

Location: Salt Lake City
Job Type: Part-Time to Full-Time (20-40 hours per week)
On-Site: Yes

Job Summary:

We are seeking a detail-oriented, adaptable, and highly organized Junior Executive Assistant to support our dynamic team. This role requires either part time or full time work on-site / hybrid at our Salt Lake City location and is ideal for someone with a background in office management, travel coordination, and calendar management. If you are resourceful, thrive in a fast-paced environment, and are willing to grow your skills, including becoming a Notary Public if not already certified, we encourage you to apply.

Note: We are open to candidates who can offer us at least 20 hours per week during our regular office hours of 8am-5pm. Please indicate clearly in your cover letter how many hours a week you’re interested in working.

Key Responsibilities：

Office Management:

• Oversee day-to-day office operations, ensuring an efficient workplace.
• Maintain office supplies and equipment.
• Coordinate ordering food and supplies for on-site events.
• Partner with the Chief of Staff to ensure office supplies are replenished and maintained as well as office and breakroom equipment are serviced as necessary.
• Accept deliveries and process packages as appropriate
• Act as point-of-contact (POC) with cleaning staff to ensure lab and work environment is stocked with necessary supplies and clean

Calendar Management:

• Manage and prioritize multiple calendars for senior executives, ensuring all appointments and deadlines are met.
• Schedule both face-to-face and virtual meetings across multiple time zones and coordinate with internal and external stakeholders.

Travel Coordination:

• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
• Resolve travel issues promptly and ensure cost-effective solutions.

Administrative Support:

• Process reimbursements and expense reports in a timely and accurate manner.
• Handle confidential and sensitive information with discretion.
• Perform clerical tasks such as filing, data entry, and document preparation.

Notary Services:

• Act as a Notary Public or be willing to obtain certification to assist with notarizing documents.

Qualifications:

• Proven experience as an Office Manager, Travel Agent or Executive Assistant.
• Exceptional organizational skills with attention to detail and accuracy.
• Strong proficiency in office software (e.g.,Google Workspace).
• Excellent written and verbal communication skills.
• Demonstrated ability to handle multiple priorities, meet deadlines, and adapt to changing circumstances.
• Experience managing complex travel arrangements and maintaining multiple calendars.
• Familiarity with processing expense reports and reimbursements.
• Notary Public certification is a plus or willingness to become certified.

Work Environment:

• Flexibility to work between 20-40 hours per week based on candidate availability and business needs.
• On-site presence required.