Senior Administrative Assistant - Temp to Hire

Location
Berkeley, CA, US
Posted
Nov 27, 2018
Ref
18-086R
Discipline
Administration, General
Hotbed
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time
Overview

This position is responsible for providing confidential and high-level administrative support to the Vice President and General Counsel, Vice President Commercial, and Head of Sales and Marketing as well as their respective direct reports. This position must exercise good judgment, initiative, and autonomy; handle special projects and coordinate activities between departments and outside parties; and contact internal and external personnel at all levels to gather information and accomplish objectives in a collaborative effort. Work is generally of a critical and/or confidential nature. This position must cooperatively and seamlessly work with other administrative support personnel and provide occasional backup to the front desk.

Responsibilities

  • Provide full administrative support to the General Counsel, Vice President Commercial, as well as the Head of Sales and Marketing and their staff:
    • Maintain multiple and complex calendars to reduce schedule conflicts and accommodate high-priority appointments for 3 executives.
    • Organize and schedule meetings with high attention to detail on conference room bookings, necessary AV/teleconference equipment, communication to participants, and agendas.
    • Arrange complex and detailed travel plans both domestic and international, to include meeting or conference registration, hotel, and transportation needs, and ensure executives have appropriate travel itinerary and/or documentation.
    • Determine priorities and actions required on executive projects in a proactive manner and follow through to ensure completion according to VP's calendars or deadlines.
    • May assist in the management of vendors and other external resources, including the preparation and execution of contracts and confidentiality agreements and other agreements.
    • Establish and maintain both paper and computerized filing systems.
    • Support the efficiency of department operations through verbal and written communications and systems.
  • Assemble documents and supplies as needed to support department activities.
  • Anticipate a variety of needs and problems and proactively suggest approaches and solutions. Stay abreast of developing needs and requirements and act resourcefully.
  • Prepare and compile confidential correspondence, presentations, and reports.
  • Assist other administrative staff, including front desk coverage when appropriate.
  • Support the organization in maintaining a work environment focused on quality and that fosters learning, respect, open communication, collaboration, integration, and teamwork.
  • Other duties as assigned.


Qualifications

  • At least 5+ years' progressive administrative assistant experience supporting Director level and above. Experience in biotechnology highly desirable.
  • Computer literacy, with strong proficiency in all Microsoft Office applications - Outlook, Word, PowerPoint, Excel, and Access.
  • Excellent organization skills with strong attention to detail. Excellent written and verbal communication skills. Effective interpersonal skills to establish and maintain positive working relationships across the organization.
  • Dependable, complete assigned tasks, excellent follow-through. Ability to manage many tasks simultaneously and shift priorities quickly.
  • Ability to perform detailed work independently and accurately with minimal direct supervision.


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