Job description

Role: Executive Assistant

SHIFT 9AM- 5PM MON- FRI

Job Description

• Seeking an experienced, highly organized, and proactive senior administrative professional to provide administrative support to the Executive Director and leadership team.
• Will have a high level of visibility in the organization.

Responsibilities:

• Coordinate large events which includes the planning, organizing, and implementation of event activities
• Serve as a primary resource for data and information to the department
• Recommend, interpret, and/or implement company and internal administrative policies and procedures
• Interfaces with internal management and staff to address/support a wide range of administrative needs
• Prioritize workload involving multiple large projects/timelines by anticipating and arranging for needed resources
• Utilizes software programs such as MS Outlook, Excel, and PowerPoint to create graphs, charts, spreadsheets, and presentations
• Understand the goals and objectives of the entire department and contributes to the attainment of those G&O's
• Liaise with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations
• May review monthly budget, reviews and researches variances
• Assist with facilities space planning or office set-up as needed
• Assist in the onboarding/offboarding of staff members
• Acts as a resource to other administrative assistants and may be cross trained as back up to cover if he/she is out of the office for an extended time period
• May schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition
• May design/revise processes to enhance workflow, which includes the use of software to generate reports, statistics, timelines, correspondence and presentations

Minimum Qualifications:

• Demonstrated effective verbal, written, and interpersonal skills
• Strong attention to detail and highly organized
• High level of integrity and confidentiality with sensitive information
• Proven knowledge and understanding of administrative and office policies and procedures
• Must possess good proofreading and editing skills
• Demonstrated high level of proficiency with MS Office Suite: Outlook, Word, PowerPoint, and Excel
• Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly

Education and Experience Requirements

• Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s)
• Associates Degree or higher preferred
• Biotech experience is preferred as we are working towards developing a better grasp of what the PSLs need.
• We would like to have a better understanding of regulatory/project phases so we can be proactive rather than reactive in support of our respective PSLs.

Job Types: Full-time, Contract

Salary: $43.00 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
Candidate must be vaccinated

Ability to commute/relocate:

• Foster City, CA 94404: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Performs a variety of executive, administrative functions, Schedules appointments, Maintain calendars

Education:

• High school or equivalent (Required)

Experience:

• Executive Assistant or Senior Admin Assitant: 4 years (Required)

Shift availability:

• Day Shift (Required)

Work Location: One location

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