Executive Assistant, Finance & Office Manager

Company Overview

Definium Therapeutics is an advanced clinical biopharmaceutical company focused on revolutionizing psychiatric treatment through rigorous scientific research into psychedelics. Their flagship product, lysergide tartrate (an orally disintegrating tablet form of LSD), is positioned as a promising treatment for generalized anxiety, major depressive disorder, and posttraumatic stress disorder. Additionally, their pipeline includes DT402, an R-enantiomer of MDMA aimed at addressing social communication challenges in autism spectrum disorder.

Definium aims to develop innovative therapies targeting root causes of psychiatric and neurological conditions, striving to transform mental health care's future. Headquartered in New York and publicly traded, the company is dedicated to advancing psychiatry beyond traditional limits.

Role Overview

The Executive Assistant, Finance & Office Manager will be integral in supporting the Finance department's leadership, directly assisting the CFO and finance executives, while managing day-to-day office operations in the San Diego location. This position requires partnering closely with diverse teams to ensure smooth coordination of meetings, travel, events, and office maintenance.

Key Responsibilities

• Provide comprehensive executive, administrative, and operational support to the CFO and Finance leadership, including assistance with special projects and broader finance team activities.
• Be physically present in the San Diego office three days per week.
• Collaborate with the CEO's Executive Assistant to manage the CFO’s calendar, including investor meetings and corporate events.
• Serve as the primary liaison managing the San Diego office operations, including supplies, vendor relationships, facilities coordination, and workplace services.
• Organize employee events, celebrations, and local office initiatives.
• Support onboarding processes for San Diego-based employees.
• Work cross-functionally to maintain a professional, welcoming, and efficient office environment.
• Serve as a point of contact for employees and visitors regarding office-related inquiries.
• Arrange domestic and international travel logistics; prepare related itineraries, agendas, briefing materials, and meeting details.
• Coordinate departmental meetings, offsites, leadership events, investor relations meetings, board, and committee gatherings.
• Manage scheduling by screening meeting requests and resolving conflicts.
• Track follow-ups and action items from key leadership meetings.
• Handle finance-related administrative tasks such as expense reports and invoices.
• Collaborate with executive assistants throughout the company to coordinate priorities, schedules, travel, and meetings.
• Contribute to special projects and corporate initiatives as needed.

Required Qualifications

• Bachelor’s degree or equivalent experience.
• At least seven years supporting senior executives in a publicly traded company environment.
• Background in biotechnology, life sciences, healthcare, or other dynamic industries.
• Proven experience supporting C-suite executives or executive leadership teams.
• Preferably experienced in supporting Finance or executive functions specifically.
• Skilled in managing complex executive travel, conferences, corporate events, and intricate scheduling.
• Experience overseeing office operations, facilities, vendors, and workplace services.
• Strong proficiency with Microsoft Office Suite, Outlook, Zoom, and similar productivity tools.
• Excellent organizational skills, detail-oriented mindset, proactive approach, and ability to maintain discretion in a fast-paced public company setting.
• Willingness and ability to work onsite at the San Diego office three days per week.

Compensation and Benefits

The base salary for this role ranges from $80,000 to $115,000 per year, determined by factors such as experience and skills. Additional compensation may include bonuses and equity participation.

Employees enjoy a comprehensive benefits package including 100% company-paid medical, dental, and vision coverage for employees and their dependents, participation in a 401(k) plan with company match, flexible time off, generous parental leave, and other perks.