Senior Executive Assistant

For more than 40 years, our Customer has been following science and seeking solutions to unmet medical needs. They are a biotechnology corporation that makes medicines to treat patients with serious medical conditions. Their goal is to use the power of genetic engineering and advanced technologies to make medicines that address unmet medical needs, and help millions of people worldwide.

We are seeking a Senior Executive Assistant/ Senior Administrative Business Partner on a contract basis to support our customer's business needs. This role is onsite in South San Francisco, CA. Zip Code: 94080

Responsibilities

• Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones
• Advanced knowledge of available IT systems (ex: cSuite, virtual collaboration tools)
• Manage relationships with internal and external stakeholders, often with a high level of confidentiality required
• Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)
• Manage scheduling meetings with external business partners. Oversee preparation and post-meeting needs
• Lead the planning & execution of internal meetings requiring webcasting, sophisticated technology, etc.
• Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)
• Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc
• Attend all internal meetings & assist in note-taking and/or action item follow up
• Draft email communications on behalf of manager, team, department, leader, etc
• Manage departmental gSites, Currents, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)
• Coordinate collecting and implementing feedback for communications when applicable
• Coordinate certain logistics of moves (space management), closely collaborate with administrative space planning lead
• Manage candidate/interview process (hosting candidate, collecting feedback, preparing hiring/promotion package for review committee, partnering with Talent Acquisition and Hiring Manager throughout the process)
• Manage administrative components and logistics of onboarding (ensure new hires have information for orientation, welcome events, new devices, etc.)
• Manage and plan team building events & workshops
• Keep up-to-date on available trainings and organize for team and/or other admins in dept
• Process and manage vendor/speaker engagements, contracts and payments, etc
• Define centralized office supplies process
• Autonomously maintain department org charts
  
  

Skills And Qualifications

• BS/BA degree or equivalent industry experience
• An average of 5-7 years related administrative, operations or project management experience (experience gained in pharmaceutical / biotechnology industry is preferred.)
• Experience working with senior leaders/management
• Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members
• Collaborative, initiates and facilitates team development, ensures all relevant or useful information within the team is shared, works with different functions to achieve the best overall outcome
• Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information
• Demonstrates accuracy and attention to detail of own and other's work, communicates and ensures standards for accuracy and detail within the team
• Based on breadth of experience, skill and strategic context, makes decisions independently and with minimal need of external input/validation
• In depth knowledge of Microsoft Office (PowerPoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to provide instruction or training to others as needed
  
  

Keywords

Titles: Senior Administrative Business Partner, Executive Business Partner, Senior Executive Assistant, Business Operations Coordinator, Administrative Operations Specialist, Administrative Coordinator, Office Manager, Project Coordinator, Operations and Administrative Lead

Skills: Executive Support, Calendar Management, Travel Coordination, Event Planning, Project Coordination, Stakeholder Management, Administrative Support, Vendor Management, Meeting Coordination, Confidentiality Management, Office Administration, Operations Management, Communication Management, Microsoft Office Suite, Google Suite, Contract Management, Space Planning, Onboarding Coordination, Process Improvement

Industry: Biotechnology, Pharmaceuticals, Life Sciences, Healthcare, Biotech Operations, Pharmaceutical Administration, Corporate Administration, Business Operations, Executive Support Services, Administrative Management:

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements)

Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.