Executive Assistant & Office Manager

About the Job

We’re hiring an experienced, exceptionally organized, and positive Executive Assistant/Office Manager to support our Chief Science Officer (CSO) and the needs of the Indianapolis office.

In this role, you will serve as a trusted partner and organizational anchor—someone who thrives on making things run smoothly, anticipates needs before they arise, and brings a friendly, can-do attitude to every interaction. You’ll manage complex scheduling, communications, travel, and office coordination while supporting team operations in a fast-paced, mission-driven environment.

This is a great opportunity if you love creating order out of chaos, enjoy helping others succeed, and take pride in being the “go-to” person who makes things happen.

Required Qualifications

• 3+ years of experience as an Executive Assistant or in a similar high-level administrative role, ideally supporting C-level executives
• Excellent written and oral communication skills
• Proven ability to stay organized and maintain exceptional attention to detail in a dynamic, fast-paced environment
• Strong time management skills and ability to juggle multiple priorities gracefully
• High degree of professionalism, discretion, and judgment when handling sensitive information
• Positive, friendly, and proactive attitude—you take ownership and get things done
• Proficiency with Microsoft Office Suite and Google Workspace (Docs, Drive, Gmail, Calendar)
• This position is based on-site full time (Monday - Friday) in our Indianapolis office

Preferred Qualifications

• Previous experience working in a startup or entrepreneurial setting
• Experience as an office manager
• Familiarity with HR systems, travel coordination, and interview scheduling tools (e.g., Rippling, Zoom, Google Drive)

Key Responsibilities

Executive Admin (70%)

• Manage a complex executive calendar, anticipating conflicts, reviewing and resolving double-bookings, and ensuring seamless scheduling
• Coordinate Tier meetings and other leadership meetings, including scheduling, agenda preparation, materials, and clear communication of schedules and expectations
• Book and manage all travel arrangements, ensuring efficiency, cost-effectiveness, and a smooth experience
• Track and support the CSO’s continuing education requirements, deadlines, and related logistics
• Prepare, edit, and maintain high-quality PowerPoint presentations for internal and external meetings
• Capture meeting notes, ensure consistency in documentation, and follow through on action items
• Support recognition efforts, including reminders, coordination, and execution of acknowledgments and milestones
• Handle communications with professionalism, discretion, and positivity on behalf of the CSO
• Process expenses, manage invoices, and maintain organized, accessible documentation
• Take on new challenges with enthusiasm—no task too big or too small—while continuously looking for ways to improve efficiency and consistency
• Represent Ossium with warmth and professionalism in all internal and external interactions

Office Manager Responsibilities (30%)

• Support onboarding for new hires and coordinate candidate interviews to ensure a positive, organized experience
• Manage day-to-day operations of the Indianapolis office, including office supplies, catering, events, and vendor relationships
• Greet visitors and ensure proper sign-in and escort procedures
• Partner with the People Team to plan company events, celebrations, and recognition moments

In your first six months some projects you’ll work on include:

• Designing and owning a streamlined internal communications rhythm, including a monthly newsletter and consistent weekly digital site updates to keep teams informed and connected
• Establishing and maintaining clear, consistent meeting documentation, presentation standards, and executive workflows
• Supporting a smooth and scalable onboarding experience as Ossium continues to grow
• Partnering with leaders and the People Team to support culture-improvement ideas and initiatives for 2026

We offer a full slate of employee benefits including:

• Competitive salaries
• Stock options
• 401(k) matching
• Medical, dental and vision coverage
• Four weeks of PTO accrued (vacation & sick time) annually  + 11 company holidays
• Employer paid life insurance and long term disability
• Gym membership/recreational sports reimbursements

Ossium provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or gender expression.