Executive Business Assistant to Multi-Entity Founder
mBIOTA Labs, Santa Monica, California, United States, 90403
About the Role
mBIOTA Labs is seeking a highly reliable and detail-oriented
Executive Business Assistant
to support the Founder across her entrepreneurial ventures - with the majority of day-to-day focus dedicated to overseeing and coordinating a growing real estate portfolio, alongside support for her leadership role at a health innovation company. Role Description
This is a
full-time, in-office role based in Santa Monica , working closely with the Founder in a fast-paced, high-accountability environment. You will play a central role in business administration, project execution, and real estate operations across multiple entities. While this is a standard full-time position aligned with regular business hours, the nature of real estate management requires
strong ownership, follow-through, and responsiveness . Property-related issues may occasionally arise outside of typical working hours, and this role is responsible for ensuring the appropriate parties are activated and issues are tracked through resolution. This role is ideal for someone early-to-mid career who is organized, proactive, and excited to gain hands-on exposure to entrepreneurship, real estate operations, and multi-entity business management. You’ll have the opportunity to work directly with the Founder, learning how ventures are built and managed from the inside out. Key Responsibilities
Real Estate Portfolio Oversight (Core Focus)
Support day-to-day operations of the Founder’s real estate portfolio, including leasing coordination, renovations, and property management oversight. Serve as a central point of follow-up for property-related matters - ensuring open items are tracked, escalated when needed, and resolved. Act as the coordination point for urgent property issues (e.g., loss of heat, gas leaks, water issues), ensuring vendors, property managers, or emergency services are engaged promptly and issues are addressed and closed out. Maintain clear records related to properties, vendors, and ongoing projects. Travel approximately 4 times per year to specific property locations to support oversight, inspections, or project coordination. Business & Financial Administration
Maintain organized systems across multiple LLCs and ventures, ensuring documentation, filings, and compliance are current. Build and update Excel-based models, trackers, and reports to monitor budgets, investments, and key financial metrics. Support coordination with accountants, attorneys, and financial advisors, helping prepare materials or summaries as needed. Assist in the creation and management of entity-level records, contracts, and performance dashboards. Operations & Project Management
Drive execution on cross-functional projects, tracking deliverables, timelines, and next steps across the Founder’s ventures. Manage vendor and contractor communication, ensuring clarity and accountability. Support real estate portfolio operations — including leasing, renovations, and property management coordination. Research and implement tools or systems to improve efficiency and transparency across projects. Executive & Strategic Support
Serve as an extension of the Founder - anticipating needs, helping prioritize initiatives, and keeping key workflows moving. Coordinate with the Founder’s Personal Household Assistant to align business and personal scheduling logistics. Review agreements, flag decision points, and provide concise summaries or action plans. Prepare materials, presentations, and internal summaries to support business discussions and investor or partner meetings. What We’re Looking For
3–5 years
of experience in operations, business administration, or project coordination. Strong proficiency in Excel or Google Sheets - comfortable managing budgets or building light financial models. Exceptional organizational skills and attention to detail - you reliably close loops. Excellent communication, discretion, and professional judgment. A proactive mindset - you take initiative, think critically, and follow through with minimal supervision. Comfortable in a startup-like, fast-paced environment with evolving priorities. Based in commutable proximity to Santa Monica, CA (this is a full-time in-office role). Bonus Points If You
Have experience supporting a founder, investor, or executive managing multiple business entities. Bring familiarity with real estate operations, investment tracking, or professional services coordination. Enjoy building systems and solving problems independently. Aspire to grow into a Business Manager, Strategic Operations Lead, or Chief of Staff–type role in the future. Compensation & Benefits
Salary Range:
$85,000 – $110,000, depending on experience and fit Comprehensive medical, dental, and vision insurance 401(k) with employer match A collaborative, high-trust team culture that values initiative, curiosity, and growth
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mBIOTA Labs is seeking a highly reliable and detail-oriented
Executive Business Assistant
to support the Founder across her entrepreneurial ventures - with the majority of day-to-day focus dedicated to overseeing and coordinating a growing real estate portfolio, alongside support for her leadership role at a health innovation company. Role Description
This is a
full-time, in-office role based in Santa Monica , working closely with the Founder in a fast-paced, high-accountability environment. You will play a central role in business administration, project execution, and real estate operations across multiple entities. While this is a standard full-time position aligned with regular business hours, the nature of real estate management requires
strong ownership, follow-through, and responsiveness . Property-related issues may occasionally arise outside of typical working hours, and this role is responsible for ensuring the appropriate parties are activated and issues are tracked through resolution. This role is ideal for someone early-to-mid career who is organized, proactive, and excited to gain hands-on exposure to entrepreneurship, real estate operations, and multi-entity business management. You’ll have the opportunity to work directly with the Founder, learning how ventures are built and managed from the inside out. Key Responsibilities
Real Estate Portfolio Oversight (Core Focus)
Support day-to-day operations of the Founder’s real estate portfolio, including leasing coordination, renovations, and property management oversight. Serve as a central point of follow-up for property-related matters - ensuring open items are tracked, escalated when needed, and resolved. Act as the coordination point for urgent property issues (e.g., loss of heat, gas leaks, water issues), ensuring vendors, property managers, or emergency services are engaged promptly and issues are addressed and closed out. Maintain clear records related to properties, vendors, and ongoing projects. Travel approximately 4 times per year to specific property locations to support oversight, inspections, or project coordination. Business & Financial Administration
Maintain organized systems across multiple LLCs and ventures, ensuring documentation, filings, and compliance are current. Build and update Excel-based models, trackers, and reports to monitor budgets, investments, and key financial metrics. Support coordination with accountants, attorneys, and financial advisors, helping prepare materials or summaries as needed. Assist in the creation and management of entity-level records, contracts, and performance dashboards. Operations & Project Management
Drive execution on cross-functional projects, tracking deliverables, timelines, and next steps across the Founder’s ventures. Manage vendor and contractor communication, ensuring clarity and accountability. Support real estate portfolio operations — including leasing, renovations, and property management coordination. Research and implement tools or systems to improve efficiency and transparency across projects. Executive & Strategic Support
Serve as an extension of the Founder - anticipating needs, helping prioritize initiatives, and keeping key workflows moving. Coordinate with the Founder’s Personal Household Assistant to align business and personal scheduling logistics. Review agreements, flag decision points, and provide concise summaries or action plans. Prepare materials, presentations, and internal summaries to support business discussions and investor or partner meetings. What We’re Looking For
3–5 years
of experience in operations, business administration, or project coordination. Strong proficiency in Excel or Google Sheets - comfortable managing budgets or building light financial models. Exceptional organizational skills and attention to detail - you reliably close loops. Excellent communication, discretion, and professional judgment. A proactive mindset - you take initiative, think critically, and follow through with minimal supervision. Comfortable in a startup-like, fast-paced environment with evolving priorities. Based in commutable proximity to Santa Monica, CA (this is a full-time in-office role). Bonus Points If You
Have experience supporting a founder, investor, or executive managing multiple business entities. Bring familiarity with real estate operations, investment tracking, or professional services coordination. Enjoy building systems and solving problems independently. Aspire to grow into a Business Manager, Strategic Operations Lead, or Chief of Staff–type role in the future. Compensation & Benefits
Salary Range:
$85,000 – $110,000, depending on experience and fit Comprehensive medical, dental, and vision insurance 401(k) with employer match A collaborative, high-trust team culture that values initiative, curiosity, and growth
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