Executive Assistant to the CEO & Office Manager

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 Imagings 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 5000 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 ourIrvine CA office with ahybrid schedule (at least 3 days in-office).

What Youll 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 theCEO and Chief of Staffto 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 Youll Need

• 35 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 Alzheimers treatments AI diagnostics that save lives. This isnt abstract; its the reason our health system partners invest in us
• Career-Defining Opportunity: Youll have a front-row seat to every aspect of building a category-defining companystrategy 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:Were building a team grounded in Avandras 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

• $65000 - $95000 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.