Office Manager / Executive Assistant

The Role:

The Executive Assistant/Office Manager provides direct administrative support to Lycia’s Chief Business Officer, Chief Scientific Officer, and Chief Medical Officer, coordinates interviews for our hiring teams, and keeps our South San Francisco office running smoothly day to day. Working alongside Lycia’s other Executive Assistant, this role also serves on the company’s safety committee and leads the planning of our social and culture events. The ideal candidate is detail oriented, resourceful, and proactive, exercises sound judgment with confidential information, and is energized by a mix of executive support, recruiting coordination, and hands-on office work. This is an on-site position based in our South San Francisco office, with occasional travel to support advisory board meetings.

Key Responsibilities:

Office Management:

• Keep Lycia’s office space organized, presentable, and functional.
• Serve as a liaison with building management and office vendors on office-related requests.
• Maintain a well-stocked kitchen, track supply inventory, and order general office supplies; manage purchasing and vendor relationships for the office within budget.
• Set up conference rooms and audiovisual and IT equipment for meetings
• Manage incoming and outgoing mail and shipments.

Executive Support:

• Manage complex calendars for the Chief Business Officer, Chief Scientific Officer, and Chief Medical Officer, proactively resolving conflicts and protecting time for top priorities.
• Coordinate domestic and international travel, including itineraries, bookings, and last-minute changes.
• Coordinate logistics for internal and external meetings, including scheduling, venues, catering, materials, and meeting setup, and travel to support these meetings on-site as needed.
• Handle confidential information with discretion, in accordance with Lycia’s confidentiality and insider trading policies.

People & Culture:

• Schedule and coordinate interviews across the R&D organization, including multi-interviewer and on-site interview days.
• Support onboarding of new hires, partnering with hiring managers and HR on workspace, equipment, and company swag.
• Serve as a member of Lycia’s safety committee, and coordinate and schedule safety trainings for employees.
• Coordinate team events, such as offsites, happy hours, and company celebrations, that strengthen Lycia’s culture and sense of community.

Qualifications:

• Bachelor’s degree or equivalent experience.
• 5+ years of experience as an executive assistant and/or office manager, including direct support of C-level executives.
• Experience coordinating advisory board or scientific meetings and interview scheduling preferred.
• Biotech or life sciences company experience preferred.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint).
• Excellent organizational and time management skills, with the ability to prioritize competing demands across multiple executives.
• Exceptional written and verbal communication and interpersonal skills.
• A high level of discretion and professionalism in handling confidential information.
• Ability to multitask and to work both independently and collaboratively in a fast-paced environment.
• A track record of anticipating needs, solving problems, and following through.
• Flexibility and adaptability to changing priorities.
• Ability to work on-site in South San Francisco and to travel occasionally to support external meetings.
• Ability to lift and carry office supplies and packages of up to 25 pounds.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Lycia and other biotech companies have recently noticed an increase in email and social media scams targeting job candidates in our industry. Please note Lycia will post any legitimate job openings directly on our website or through our recruitment partner, Lever. If you wish to verify the legitimacy of a job opening, you may contact us.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans.