Job Details
Senior Executive Assistant
Direct Hire Full-Time Role
Salary Range: $130,000 - $150,000 per year
Location: San Mateo County, CA - Onsite Role
Job Summary:
The Senior Executive Assistant, C-Suite, will support the Chief Executive Officer and provide project and administrative support to other departments throughout the organization as needed.
Duties and Responsibilities:
- Provide complex, diverse, and confidential administrative duties for the CEO and COO.
- Handle details of a highly confidential and critical nature.
- Heavy calendaring using Outlook, including coordinating internal and external meetings and teleconferences along with corresponding logistics, room reservations, catering, audio-visual equipment set-up, and other support needs.
- Exercise judgment within generally defined practices and policies when selecting methods and techniques for obtaining solutions.
- Handle sensitive Board-level information.
- Plan and coordinate offsite meetings and conference attendance, including conference registration, hotel stays, meeting arrangements, catering, AV equipment, and other related requests to ensure successful meetings.
- Plan and coordinate domestic and international travel details, including flights, visa applications, travel documents, car transports, hotel bookings, restaurant reservations, and other travel-related needs.
- Provide evening or weekend support, depending on the travel requirements.
- Provide coordination and oversight of resource management projects.
- Act as backup for senior-level team members and assist in executing responsibilities as needed.
- Create and manage organizational metrics.
- Help track department-level projects, activities, and results.
- Ad hoc projects, as assigned, include event and logistical coordination of Advisory Boards.
- Collect and prepare information for use in discussions and meetings of Executive staff, outside individuals, and the department team.
- Coordinate, create, edit, and assemble slides for presentations and assist with collecting and effectively presenting executive-level information.
- Provides independent and proactive support and anticipates the executive's needs. Proactively manages the calendar to effectively and efficiently use the executives' and department's time and resources.
- Working with discretion and tact in an environment exposed to a high level of sensitive and confidential information, keeping confidential information confidential, sharing only with approval and on an absolute need-to-know basis. Maintain executive confidence and protect the organization and executive by demonstrating high professionalism in dealing with confidential and sensitive issues.
- Act with a sense of urgency and understand the need for responsiveness after hours and some weekends, as needed (e.g., during executive travel, periods of activity/sensitive business commitments, etc.).
- Provide general departmental support.
- Make administrative decisions, handle correspondence, and schedule calendar appointments.
- Arrange department and group meetings, ensuring all necessary information and support is available.
- Coordinate and make travel arrangements.
- Retrieve, sort, and file all essential documents.
- Initiate purchase orders, check requests, and track payments.
Requirements and Qualifications:
- At least 6+ years of experience supporting a C-Suite position in biotechnology and pharmaceuticals
- A biotechnology background is required.
- A college degree and equivalent work experience are preferred.
- Demonstrates expert knowledge of Microsoft applications, including Outlook, Word, PowerPoint, Excel, and Adobe Acrobat
- Must be a team player with excellent multi-tasking skills.
- Must possess excellent written and verbal communication skills.
- Must be detail-oriented with well-developed organizational and analytical skills.
- Must have outstanding interpersonal skills, work effectively on teams, and maintain composure in stressful situations and under tight deadlines.
Desired Skills and Experience
Executive Assistant, C-Suite, Outlook, Word, PowerPoint, Excel, Adobe Acrobat, biotechnology, pharmaceutical
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