Job Description

Position Title: Executive Assistant & Office Manager

Reports to: President and Chief Executive Officer

FLSA Status: Exempt

Compensation: $60,000 – $75,000 annually

Desired Start Date: April/May 2025

Position posted on BioNexus KC website, LinkedIn, and Nonprofit Connect. Accepting applications thru Friday, February 28, 2025 at 5:00pm.

Position Summary

BioNexus KC is searching for an Executive Assistant with experience in office management. Responsible for complex, high-level administrative support to the President and Chief Executive Officer (CEO) of BioNexus KC and staff members regarding responsibilities across the organization.

Nature and Scope

The Executive Assistant & Office Manager is a vital position within the organization, reporting to the BioNexus KC President and CEO and providing complex, high-level administrative support. This position will:

• Serve as custodian of corporate documents and records.
• Serve as liaison with BioNexus KC Board of Directors and manage meeting coordination and meeting minute documentation.
• Serve as contact point for the scientific community, business/civic community, and legislative delegation.
• Coordinate with external financial firm with various tasks around organizational finances, including financial reports, bank account reconciliation, annual financial audit, preparation of annual Form 990 tax return, and annual budget.
• Handles the posting of financial transactions in QuickBooks, receives payments, and ensures records are accurate and taxes and bills are paid in a timely manner. 
• Routinely handle confidential correspondence and reports.
• Assist with human resources management, helping to coordinate the organization’s benefits program, payroll preparation and submission, and PTO tracking.

Principal Accountabilities

• Executive Support and Liaison: Provide comprehensive support to the President & CEO, serving as a liaison to Board of Directors, scientific leaders, business executives, and government officials. Ensure all communications and interactions are handled with professionalism, discretion, and clarity.
• Strategic Calendar and Meeting Management: Manage the President & CEO’s complex calendar, scheduling high-priority meetings and engagements while ensuring alignment with organizational goals. Proactively plan, coordinate, and execute aspects of meetings and events, including Board of Directors meetings, from agenda development to minute documentation and follow-ups.
• Bookkeeping functions: Handle the posting of financial transactions in QuickBooks Online, receive payments, and ensure financial records are accurate and taxes and bills are paid in a timely manner. 
• Financial Oversight and Reporting: Assist with the preparation of the annual corporate budget, financial reports, and the coordination of the annual audit and tax filings, ensuring accuracy and compliance.
• Human Resources Coordination: Act as HR resource, managing staff benefits and maintaining employee records.
• Office Management Leadership: Oversee day-to-day office management, ensuring a well-organized, efficient, and professional work environment. Identify and implement process improvements to enhance operational effectiveness.
• Grant and Funding Support: Assist Leadership with grant applications and funding proposals, providing necessary documentation for submission and reporting.
• Document Management and Confidentiality: Maintain accurate and secure corporate records, legal documents, and sensitive correspondence. Uphold strict confidentiality standards in all aspects of the role, ensuring the protection of sensitive organizational information.
• Cross-Functional Project Management: Support special projects and strategic initiatives by coordinating tasks across departments, managing timelines, and ensuring deliverables meet organizational standards and deadlines.

Experience and Skills Required

• Executive-Level Support Expertise: Excellence in supporting C-level executives with a blend of proactive problem-solving and decision-making capabilities.
• Project Management Proficiency: Demonstrated experience in managing complex, multi-stakeholder projects from conception to completion with minimal supervision.
• Financial Management Competency: Familiarity with QuickBooks Online for managing financial records, budgeting, and audit preparation.
• Tech-Savviness: Expertise in productivity software (Microsoft Office Suite), project management tools (Monday.com), and CRM (Salesforce).
• Meeting Planning Mastery: Experience planning and executing executive-level meetings, board retreats, and special events with attention to detail.
• Leadership and Initiative: Self-starter with the ability to anticipate needs, take initiative, and act independently in a fast-paced environment.
• Confidentiality and Trustworthiness: Demonstrated ability to handle sensitive information with the utmost discretion and integrity, maintaining strict confidentiality in all matters related to executive operations, board communications, and organizational affairs.
• Exceptional Written and Oral Communication: Outstanding communication skills, including the ability to draft clear, persuasive, and professional correspondence, reports, and presentations while confidently engaging with a wide range of stakeholders, including board members, community leaders, and staff.
• Proactive Responsiveness and Strategic Foresight: Highly responsive and adaptable, with a proven ability to anticipate needs, make sound decisions under pressure, and stay multiple steps ahead in managing complex schedules, meetings, and deliverables in a dynamic work environment.

About

Since 2001, BioNexus KC has been a nonprofit organization dedicated to connecting and supporting life sciences in the Kansas City region. Our mission is to convene research organizations and companies to enhance the region’s research base, strengthen local research, and accelerate the development of research into products, services, and companies. We are advancing the region’s strengths in digital health, cancer research, health equity, informatics, rare disease, and more.

Benefits

• 401(k)
• 401(k) Employer Contribution

No Employee match required

• Health, Dental, Vision, and Life insurance

Employer provided and paid

• Health Savings Account

With option of Employer contribution, dependent on deductible

• Flexible Paid Time Off

3 weeks in first year or employment, 4 weeks in second year

• Parental Time Off

Eligibility up to 10 weeks

Diversity Values

BioNexus KC values diverse qualities and backgrounds of all individuals, including but not limited to race, ethnicity, gender, age, disability, sexual orientation, gender identity, religion, and national origin. We strive to create an environment where everyone feels valued and empowered to thrive.

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