An exciting opportunity has become available for an experienced Office Manager to join Caristo Diagnostics's rapidly growing team. Based in U.S. Northeast, you will work in our global team with colleagues in both U.S. and UK.About Caristo DiagnosticsCaristo Diagnostics is a global leader in cardiac and vascular disease diagnostics and risk prediction. Founded in 2018 as a spin-out company from the University of Oxford, the world's #1 research university, Caristo has developed a portfolio of imaging-based and AI-assisted platforms that can be applied to aid the prediction and diagnosis of heart attack, stroke, and diabetes. Caristo has been recognized by Newsweek as one of the best digital health companies, highlighted by Nature as one of the most exciting science-based companies to have emerged from academic labs, and recently won the Digital Health Award at HLTH 2024. To-date Caristo has attracted nearly $30 million in venture capital investment. Learn more at www.caristo.com.About the CaRi-Heart TechnologyNamed first of 7 Technologies That Could Change Heart Healthcare Forevermore by the Robb Report, the CaRi-Heart technology is Caristo's flagship offering which aids coronary artery disease diagnosis with improved risk prediction. It applies advanced AI algorithms to routine cardiac CT scans to visualize and quantify coronary inflammation, which is the previously invisible root cause of the disease. Multiple patents underpinning CaRi-Heart technologies have been granted in major jurisdictions around the world. In addition, exceptional validation results showing CaRi-Heart's ability to aid the prediction of heart attacks have been published in leading medical journals including the Lancet, JACC, European Heart Journal, and Cardiovascular Research.About the Role Overview This position provides an exciting opportunity to work closely with executive leadership while playing a vital role in helping the company establish and expand its US presence. This position will suit a motivated, organized, people-focused, self-starter, serving as the primary business administration and HR support function for this US office, taking responsibility for a wide variety of activities to ensure our US team's operational success.The ideal candidate will:
- be motivated at the thought of working in an innovative healthcare start-up and research culture and helping to build a global business that will have material impact on the health and wellbeing of potentially millions of people.
- share the company values of pushing the boundaries, taking ownership, caring for each other and acting with candor and professionalism.
Job DescriptionDepartment: Administration, reporting to the CEO.Responsibilities: Executive & HR Support:
- Coordinate meetings for the CEO and other key US-based leadership team members, including off-sites, and key client/vendor engagements, arranging logistics, preparing agendas, organizing materials, and taking meeting notes, ensuring all aspects are well planned and executed.
- Act as US HR Coordinator, taking responsibility for US personnel matters, including recruitment, retention and management, including by:
- promoting a great employee experience by prioritizing effective onboarding and communication, within the office and with UK headquarters;
- drafting job descriptions, populate templates for job offer letters, obtain references, liaise with HR benefits providers, update employee software platform;
- acting as a key resource and confidential first point of contact for all HR issues and concerns, implementing policies and procedures when required, and seeking advice from HR lead as needed.
- Support legal function with local state filings, such as annual reports.
- Support marketing function with arranging for printing and distribution of customer materials.
On-site US Office Operations:
- Represent the company in a professional, warm and efficient manner for clients, directors, visitors and employees to the US office, ensuring an excellent first impression.
- Manage the daily operations of the US office, including administrative support, vendor management, landlord relations, office supply orders and inventory, and insurance policies.
- Handle US vendor relationships: assess, negotiate with, select, and manage suppliers of a variety of products and services.
- Work closely with IT to report and support office equipment operations.
- Manage US office budget, and process office-related invoices, liaising with Finance function as necessary.
- Implement office policies and safety procedures to ensure compliance with company standards and regulations.
- Identify opportunities for process and office management improvements, design and implement new systems.
Skills & Experience Required: Essential
- At least 3 years' previous experience in Office Administration, Office Management, Executive PA, or HR.
- Excellent organizational, record-keeping and prioritization skills, with the ability to manage, prioritize and execute on multiple tasks in a fast-paced environment.
- Ability to exercise discretion, maintain client and corporate confidentiality and make sound judgments.
- Experience in dealing with confidential matters related to executive-level business topics and personnel issues.
- Excellent problem-solving skills, the ability to research and an aptitude for helping other people.
- Numerate, with strong attention to detail, and an ability to follow and develop processes.
- Excellent MS Office skills, Outlook, Excel, Word and DocuSign. Willingness to learn new applications as needed.
- Good interpersonal and communication skills (written and verbal), consistently demonstrating professional demeanour, appearance and attitude.
Desirable
- Associate or Bachelors degree.
- Experience of supporting C-suite executives.
- Experience working with a global company with one or more locations outside of the US.
- Experience with a rapidly-growing company.
- Exposure to accounting systems - SageOne, Xero and associated systems.
Benefits: Competitive salary and benefits.Why join Caristo:
- Be part of a global company at the cutting edge of medical technology, with the potential to save lives and revolutionize cardiac care.
- Be a founding part of the flagship U.S. office for Caristo and contribute to the growth of groundbreaking products as the company begins its U.S. expansion.
- Enjoy a supportive and collaborative work environment, with a strong emphasis on innovation, quality, and impact.