Administrative Assistant (contractor)

Job Title: Administrative Assistant (CONTRACTOR)
Location: Menlo Park, CA, US

Overview of Role:
We are looking for a driven and dynamic Administrative Assistant reporting to the Senior Executive
Assistant to help execute on a multitude of tasks and assignments to meet the needs of our office and
executive team. This role will assist with traditional administrative support as well as work with our
other Executive Assistants to execute on day-to-day tasks, including some personal assistance for our C Suite, office/facilities management, and events coordination.

This is a short-term contract position from mid November 2024 through February 2025. This is an in-office position (Menlo Park) 4-5 days a week.

Role and Responsibilities:

• Assist Senior EA in providing high level support through meeting management, and preparation.
  • Assist with managing several calendars across personal and company related matters.
    • Flag priorities, bring urgent documents to the attention of the right team members for review and facilitate timely execution.
    • Meeting preparation – assist with printing documents and materials.
  • Partner with Summit team members as well as external staff to facilitate daily schedules.
  • Partner with the HR team to help schedule interviews.
  • Coordinate conference room tech set up and assist with proactively preparing executive team ahead of meetings.
• Performing additional administrative tasks including but not limited to coordinating travel, and planning offsite meetings, etc.
  • Assist Senior EA in Coordinating all travel arrangements, flights, cars, hotel, visas etc.
• Support and/or backfill other EA’s when they are out of the office.
• Information management: Organize and maintain confidential files, records, and documents.
• Develop efficient systems for document management and retrieval.
• Office Facilities/Management:
  • Ordering Office Supplies & Stocking breakrooms
  • Shipping/Receiving for the office.
  • Ordering lunches and/or Vendor coordination
  • Assist with large event coordination.
• Culture Building
  • Own culture activities (ie: monthly birthday parties, quarterly social events etc.).
  • Manage celebration calendars, gifts & company swag.
• Expense Reporting
  • Reconciliation of monthly operations reports
• Personal Assistance
  • Assist Senior EA with personal tasks and errands for the C-Suite, such as managing appointments, gift buying, and other personal responsibilities.
• All other duties as assigned

Experience, Education and Specialized Knowledge and Skills:

• Bachelor's degree or equivalent experience
• A minimum of 3 years of experience as an EA, PA, Admin Assistant (in the biotech/pharma industry a plus)
• Excellent verbal and written communication skills
• Bi-lingual English/Spanish a plus
• Ability to manage multiple/competing tasks throughout the day in an ever-changing and dynamic environment
• Flexibility to operate outside normal working hours and in different time zones from time to time
• Strong organizational, pro-active, problem-solving and follow-up skills
• Excellent interpersonal skills, positive attitude and high energy level
• Tech Savvy with a high proficiency with systems such as iOS, MS Office, Google Suite, Concur, Adobe, SharePoint, etc.
• Ability to trouble shoot on the spot and problem solve as well as troubleshoot from a distance when required.
• Attention to detail, accuracy and confidentiality
• Critical thinking, problem solving, ability to work independently.
• Must be able to effectively multi-task and manage time-sensitive and highly confidential documents.
• Communicate effectively and articulate complex ideas in an easily understandable way
• Prioritize conflicting demands.
• Work in a fast-paced, demanding and collaborative environment

The pay range for this role is $31.25 to $38.00 hourly.

Summit does not accept referrals from employment businesses and/or employment agencies in respect of the vacancies posted on this site. All employment businesses/agencies are required to contact Summit’s Talent Acquisition team at recruiting@smmttx.com to obtain prior written authorization before referring any candidates to Summit.