Executive Assistant to the CEO & Office Manager at Aegis Ventures

Irvine, California, United States -

Full Time

Start Date

Immediate

Expiry Date

20 Jul, 26

Salary

95000.0

Posted On

21 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar management, Executive support, Office management, Communication, Travel coordination, Expense reporting, Project coordination, Microsoft Office, Google Workspace, Slack, Videoconferencing, Attention to detail, Organizational skills, Discretion, Emotional intelligence, Process improvement

Industry

Venture Capital and Private Equity Principals

Description

About Aegis Ventures Aegis Ventures partners with entrepreneurs and industry leaders to launch and scale transformative companies in digital health and artificial intelligence. Our platform brings together market-shaping ideas, growth capital, and ambitious individuals to solve major societal problems. With a focus on innovations in healthcare, Aegis has launched four successful portfolio companies in partnership with Northwell Health and recently announced the Digital Consortium to co-develop, invest in, and launch new companies. About the Company Avandra Imaging's mission is to unlock clinical data to overcome previously impossible medical challenges, bringing hope and medical breakthroughs that transform patient lives. Avandra is poised to revolutionize healthcare research and innovation by creating the largest indexed data cloud of medical imaging. This platform will unlock unprecedented access to real-world imaging data, essential for biopharma research, medical device innovation, AI model training, and improved patient care. Leveraging its strategic acquisitions, Avandra aims to aggregate and de-identify vast amounts of imaging data, providing frictionless access to this invaluable resource. With a national footprint of over 5,000 customer integrations and a market share of approximately 70%, this robust infrastructure supports their core business, ensuring continued growth and cash flow to fuel their innovative data cloud platform. About the Job As the Executive Assistant to the CEO & Office Manager, you will serve as a trusted partner to the CEO and support the efficiency of our Irvine office. The ideal candidate is highly organized, proactive, and detail-oriented. This role will provide high-level executive support, including complex calendar management, prioritization of competing demands, coordination with internal and external stakeholders, and handling of sensitive communications. Partnering closely with the CEO and Chief of Staff, you will anticipate needs, manage shifting priorities, coordinate meetings and travel, prepare executive materials, and ensure strong follow-through on key priorities. This position is based in our Irvine, CA office, with a hybrid schedule (at least 3 days in-office). What You'll Do Executive Assistant to the CEO (Primary Focus of Role) Provide high-level administrative support to the CEO, including complex calendar management, prioritization, and coordination across internal and external stakeholders Partner closely with the CEO and Chief of Staff to support alignment on priorities, meetings, and business cadence Coordinate domestic and international travel, including detailed itineraries, logistics, and expense reporting Act as a gatekeeper and liaison for the CEO, managing communication across teams, partners, and external stakeholders Prepare and edit presentations, reports, and correspondence with a high degree of accuracy and professionalism Manage meeting logistics, including agendas, materials, and follow-ups to ensure execution and accountability Anticipate needs, identify scheduling conflicts, and proactively resolve issues before they arise Represent the CEO and Avandra to external parties via verbal and written communication with professionalism, integrity, accountability, and empathy Handle highly confidential and sensitive information with discretion and sound judgment Office Management & Operations (Secondary Focus of Role) Manage office supplies and vendor coordination (e.g., Office Depot, Amazon) Serve as the primary point of contact for office services, including cleaning, alarm systems, security access, phones, and office environment (thermostat, etc.) Coordinate shipping logistics, including maintaining shipping estimates and managing FedEx account activity Ensure operational continuity during vacations or absences, including coverage planning for essential office functions Maintain a professional, organized, and welcoming office environment for employees and visitors Administrative Infrastructure Maintain key codes, security access records, and system documentation Support internal documentation efforts, including workflow instructions and process improvements Assist with ISO and SOC 2 compliance materials and administrative tracking as needed What You'll Need 3–5 years of experience supporting senior executives Preferred: Experience supporting CEO Preferred: Experience supporting executives in the entertainment industry (Film, TV, other Media, Talent Agency, Legal, etc.) Prior exposure to office coordination, workplace operations, or facilities support is a plus Strong organizational skills with exceptional attention to detail Excellent written and verbal communication skills Ability to manage competing priorities in a fast-paced environment High level of professionalism, discretion, and emotional intelligence Proficiency with Microsoft Office, Google Workspace, Slack, videoconferencing tools, and other standard business applications What We Offer Meaningful Impact: The work we do directly enables medical breakthroughs — such as earlier cancer detection, better Alzheimer's treatments, AI diagnostics that save lives. This isn't abstract; it's the reason our health system partners invest in us Career-Defining Opportunity: You'll have a front-row seat to every aspect of building a category-defining company—strategy, operations, fundraising, M&A, scaling Exceptional Team: Work alongside a founder with a track record of building and exiting healthcare technology companies, backed by investors who are true partners Competitive Package: Competitive salary, equity, comprehensive benefits, and hybrid flexibility at our Irvine, CA office. Values-Driven Culture: We’re building a team grounded in Avandra’s 5 Core Values that guide how we show up every day: WIN with Integrity Radical Accountability Engage with Empathy Innovation Through Playful Curiosity Patients First Salary Range $65,000 - $95,000 base salary, depending on experience and alignment with role expectations. Aegis Ventures is a proud Equal Opportunity Employer — we recruit, train, compensate and promote our team members based on qualifications. We encourage you to apply regardless of your race, religion, national origin, sex, gender identity, sexual orientation, disability, age, veteran status, or any other applicable legally protected characteristics.

Responsibilities

The role involves providing high-level administrative support to the CEO, including complex calendar management and acting as a liaison for internal and external stakeholders. Additionally, the position oversees office operations, including vendor coordination, facility maintenance, and administrative infrastructure support.