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Administrative Assistant

San Rafael, CA 94901

Posted: 02/21/2024 Employment Type: Contract Job Category: Administrative Job Number: 596981 Is job remote?: No Country: United States

Job Description

  • Calendar management for various Director’s and Executive Director’s – Scheduling meetings/rooms for meetings with multiple stakeholders across functions. Resolving calendar conflicts.
  • Coordinating logistics for team staff meetings: Preparing the agenda by working with the Director to determine topics, communicating with presenters to confirm/remind them of their presentations. Sending out agenda to meeting participants. Minute taken might be needed on an ad hoc basis.
  • Helping with coordination of logistics for Research Department Seminars – (food orders/location prep)
  • Coordination of catering on-site and offsite plus event planning of various company events (lunch meetings, holiday, offsites, team building, review meetings, HR talent meetings)
  • Coordinating the logistics for Science Seminars for visiting scientists – Assistance with booking travel/hotel, creating agenda, scheduling various roundtable meetings, securing conference rooms, ordering lunch
  • Coordinating domestic and international travel for Directors and above. Concur travel and expense experience is preferred this will entail preparing expense reports and travel planning.
  • Coordinating, compiling, and editing various material upon request
  • Resolving IT issues and ordering equipment upon request
  • Maintaining distribution groups for Research and RED
  • Working with Sr. Executive Coordinator to Head of Research to provide backup and support for internal and external activities.
  • Shared responsibility for content and maintenance of the Research SharePoint (Bioweb) Site
  • Onboarding help with new hires; off-boarding. Meet and greet and tour of campus.
  • Assisting with miscellaneous administrative requests from team-members
  • Onboarding help with new hires; off-boarding. For onboarding: meet and greet and provide campus tour; coordinate seat assignments and new hire welcome packages and logistics.

  • Bachelor's Degree preferred 
  • A minimum of 3-5 years of administrative support to Director’s, Senior Director’s and VP’s and office administration
  • Strong PC computer skills with proficiency in Microsoft Office Suite (Word, Excel, Teams, Outlook, PowerPoint), Concur expense reporting
  • A proven ability to perform at an Administrative Assistant /Executive Coordinator level
  • Quick learner and self-starter capabilities -- able to work proactively and independently on tasks
  • Strong calendaring skills and catering/meeting planner capabilities
  • Strong communication skills on all levels with internal leaders, employees, and outside vendors
  • Responsiveness to deadlines, strong attention to detail, and able to prioritize multiple tasks.
  • A high level of professionalism with strong influencing skills and ability to anticipate situations or issues that may arise in the near future
  • Independent judgment and discretion with sensitive/confidential and proprietary information
  • A can-do attitude, ability to be flexible and adaptable
  • Ability to receive and act on“ad-hoc” requests
  • Ability to think creatively and strategically
  • A team-oriented work style
  • An openness to periodically responding to requests outside of normal business hours.
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