Senior Executive Assistant (onsite in South San Francisco, CA)

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 on a contract basis to support our customer's business needs. This role is on-site in South San Francisco, CA.

Responsibilities:

• Highly skilled in Google Suite and managing 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 the 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 off-site events and meetings, etc
• Attend all internal meetings & assist in note-taking and/or action item follow-up
• Draft email communications on behalf of a 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), and closely collaborate with the 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 the team and/or other admins in the department
• Process and manage vendor/speaker engagements, contracts, and payments, etc
• Define the centralized office supplies process
• Autonomously maintain department org charts

Qualifications

• BS/BA degree or equivalent industry experience
• An average of 5-7 years related administrative, operations, or project management experience (experience gained in the 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 workflow among team members
• Collaborative, initiates and facilitates team development, ensures all relevant or useful information within the team is shared, and 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 others' 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 for external input/validation
• In-depth knowledge of Microsoft Office (PowerPoint, Excel, and Word), cSuite Tools (including Gmail, GCal, Sheets, Slides, Trello, Jamboard, Meet, ZOOM), and able to provide instruction or training to others as needed

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.