Executive Assistant & Office Manager

Breakthrough Properties

Breakthrough is a joint-venture between Tishman Speyer and Bellco Capital, combining Tishman Speyer’s global real estate platform with Bellco Capital’s deep life science investment expertise to reimagine environments where companies can create life-changing therapies for patients. Breakthrough Properties is a life science real estate investment company that leverages cross-sector collaboration to deliver environments that foster innovation and scientific breakthroughs. Breakthrough is led by an experienced management team with a proven track record investing in life science real estate. At Breakthrough, we seek to be a home for scientific discovery and innovation because we understand what scientists do, how they do it and why they do it.

The Role

Breakthrough Properties is looking for an Executive Assistant and Office Manager to join our team to manage the day-to-day operations of our New York regional office. Reporting to the Director, Business Operations, the Executive Assistant and Office Manager is critical to the success of our corporate business operations.

The hired candidate is expected to provide extensive support to our New York based executives and general administrative support onsite and across departments in an ever-changing environment. Standard Executive Assistant responsibilities include heavy scheduling, calendar/email correspondence, travel coordination, expense management, executive time-sheet management, among other ad-hoc support items. Office administrative functions include managing office aesthetics, maintaining office and pantry supply purchases, inventory management, meal ordering, office relocation coordination,

The ideal candidate is a self-starter with a positive demeanor, is knowledgeable about and/or interested in the life science and real estate development industries, is willing to learn, and is prepared to take on various responsibilities.

To be successful in this role, you must be detail-oriented, great at multitasking and prioritizing, have strong interpersonal skills, and enjoy working with people in a fast-paced environment.

Please note, you must be local and be able to work onsite at our New York office.

Monday & Friday - remote (with flexibility to come onsite as needed)

Tuesday, Wednesday, Thursday - onsite in the NYC office

Responsibilities include but are not limited to the following:

• Approach general office organization and executive support with a positive attitude and a strong sense of urgency
• Manage calendars and coordinate all executive scheduling while prioritizing confidentiality
• Coordinate executive travel arrangements including itinerary creation
• Manage executive administrative needs such as expense reimbursements and time tracking
• Produce meeting agendas, reports and presentations
• Assist with onboarding and offboarding employees
• Manage administrative office needs (shipping/receiving and mail distribution, screening of incoming calls and visitors, maintenance of office aesthetics, tidying conference rooms, liaise with landlord and property management)
• Curate, purchase and maintain stock of office supplies, equipment, and pantry items
• Coordinate phone calls, video conference meetings, and in person meetings
• Greet all guests, making positive first impressions for all new and potential clients, vendors, and staff
• Contribute to the maintenance of the operations budget, including credit card reconciliations and processing executive expense reports
• Collaborate cross-functionally and serve as point of contact amongst colleagues across all teams and at various experience levels
• Contribute to the company’s cultural development through event planning and team building
• Serve as a liaison between various vendors for regional operations
• Be prepared to take on ad-hoc projects as needed

Qualifications:

• Bachelor’s Degree
• 3+ years of experience working as an assistant, coordinator, or similar administrative support role
• Excellent organizational skills with a keen eye for details and prioritizes punctuality
• Excellent time management skills among competing tasks and deadlines in a rapidly changing environment
• Kind and positive attitude with an ability to manage executive expectations
• Self-starter who enjoys learning, asking questions, and working in a collaborative environment
• Proven ability to follow-through on communication and manage up
• Exceptional judgement, integrity, and social etiquette
• Superb problem solving, written, and oral communication skills
• Experience with standard office equipment, including computers, printers, phones, etc.
• Proficient in Microsoft Office Suite

As an equal opportunity employer, Breakthrough Properties is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job-related characteristics or other prohibited grounds specified in applicable federal, state and local laws. FULL VACCINATION STATUS IS REQUIRED FOR EMPLOYMENT AT BREAKTHROUGH PROPERTIES.