Sr. Administrative Assistant/Administrative Assistant

Location
San Diego, CA, United States
Posted
Apr 17, 2019
Ref
218
Discipline
Administration, General
Hotbed
Biotech Beach
Required Education
Bachelors Degree
Position Type
Full time
Job Summary:

The Sr. Administrative Assistant/Administrative Assistant is responsible for performing general support tasks which may be highly confidential. The Administrative Assistant (AA) will support two executives: (1) the Senior Vice President of Technical Development/San Diego Site Head and (2) the VP of Project Management, both of which are located in San Diego, Ca. Additionally, the AA will provide support to the initiatives that are led by the two executives. The organization is global, with sites located in San Diego, Redwood City, Maryland, Switzerland, etc.

Responsibilities:

The AA will report to an executive in San Diego. Specifically, this individual in the AA role will be responsible for the following:

-Act as point of contact to other AAs in the organization

-Proactively manage executives' calendars, scheduling/coordinating internal and external meetings/conference calls across multiple time zones; liaising with assistants from multiple teams across -the globe/organization

-Maintain a calendar for the Vaccines and Anti-Infective Business Unit (VAIBU) which would track major events, meetings, conferences, and deliverables relevant to the VAIBU

-Book domestic and foreign travel for executives and help with expense reports

-Ensure proactive planning for San Diego site leadership meetings (includes agendas, minutes, and action item follow up)

-Ensure proactive planning for bi-weekly showcase meetings (includes organizing presentation sign-up sheet, preparing/posting fliers, ordering food, meeting set up and clean up)

-Some support may be requested for the senior leaders of the two executives

Education, Experience & Skills:

-Microsoft Office Suite experience required.

-Must be PC literate as multiple systems and applications will be used concurrently, particularly Excel, Word, and PowerPoint

-A minimum of 5 years of experience with outlook and managing calendars.

-Ability to work efficiently and accurately to meet productivity and quality standard

Demonstrates professionalism in the executive interaction; must be energetic, able to multitask and organized

-Must have excellent communication skills both written and verbal

-Must have excellent organizational skills and the ability to effectively handle many competing priorities

-Must exercise sound judgment and discretion especially with confidential information while managing multiple projects simultaneously and ability to escalate important issues to Executives.

The above statements are intended to describe the general nature of work performed by those in this job. It is not an exhaustive list of all duties, and other duties may be assigned.