Executive Assistant - Contract

Location
Emeryville, CA, United States
Posted
Nov 01, 2020
Ref
1348545984
Discipline
Administration, Clerical
Hotbed
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time
4D Molecular Therapeutics (4DMT) is a gene therapy company with a transformative discovery platform— Therapeutic Vector Evolution —that enables our “disease first” approach to product discovery and development, thereby allowing us to customize our AAV vectors to target specific tissue types associated with the underlying disease.

4DMT is focused on attracting and retaining the best people in the industry who identify with our mission and innovative results-driven approach. We offer an inspiring and collaborative environment that encourages individual contributions, recognizes performance in multiple ways, offers uniquely generous benefits, and provides challenging opportunities for career development. Join us in creating the ultimate gene therapy products to cure genetic diseases in children and adults. 4D Molecular Therapeutics, located in Emeryville, CA.

GENERAL SUMMARY:

4DMT needs a motivated, team-oriented, and experienced Executive Assistant. This individual will join a small team of expert administrative professionals to provide support to select executive team members and general support to a larger team of scientific and business professionals. This role will be a 6-month engagement with the possibility of converting to a full-time employee.

Responsiblites
  • Manage scheduling and rescheduling of meetings and appointments with external parties for the company's senior management team; may maintain individual calendars for members of the senior management team
  • Arrange domestic and international travel, including air and ground transportation, hotel reservations, out of town dining, and car rentals, prepare itineraries, and identify cost-efficient travel options
  • Prepare all types of written correspondence including letters, PowerPoint presentations, and Excel spreadsheets; social media postings; compose correspondence
  • Aid in the preparation of materials and agendas for advisory and external meetings; capture action items, decisions, etc. in a variety of meeting settings
  • Serve as a host and a central resource for visitors, employment candidates, and employees
  • Partner with executive administrative team to support a fast-growing office environment
  • Categorize expenses, reconcile charges against company's monthly credit card statement, and process executive team's expense reports
  • Support contracting and set-up of purchase orders as needed
  • Assist in coordinating activities between departments and for external activities, e.g., various external and internal meetings and workshops, interviews, events, and arrange catering, as needed
  • Organize and maintain files, records, and other projects as required
  • Coordinate execution of assigned functional area's corporate documentation company agreements to include obtaining appropriate executive-level signatures, electronic Cloud storage, etc.
  • Coordinate special meetings, events, and functions in and out of the office; book conference and seminar attendance for staff
  • Maintain orderliness of office suite; order necessary items
  • Provide backup support for other administrative staff during periods of overload and provide break/lunch breaks for office coordinator
  • Other duties as assigned


Qualifications
  • Education:
  • BA preferred


  • Experience:
  • 8+ years of administrative experience; working within the life sciences industry a plus
  • Demonstrated track record and aptitude working in a small, fast-paced environment


  • Skills:
  • Technically savvy with an advanced level of experience with the entire Microsoft Office suite including Word, Excel, PowerPoint, and Outlook, Cloud-based storage platforms as well as calendaring programs, video conferencing systems, and database applications required
  • Analytical and decision-making skills; interpersonal, communication, time management, and organizational skills critical
  • Ability to independently integrate, prioritize and manage multiple tasks and work in a team-based environment required
  • Successful candidate will be an experienced problem-solver with exceptional flexibility to work across various disciplines
  • Understand business priorities and proactively look for ways to streamline the support matrix as each department head builds out their group
  • Build and maintain key external relationships via the core business needs
  • Familiarity with social media tools
  • Ability to self-manage, set priorities and boundaries while consistently meeting deadlines and delivering high quality work product
  • Strong customer service skills and office administration knowledge
  • Professional and personal demeanor; effectively develop and maintain positive working relationships with colleagues and external parties. Perform several tasks concurrently with ease and professionalism
  • Solid accounting skills with a high degree of accuracy. Knowledge of accounting software. Nexonia and Coupa experience a plus
  • Experience managing multiple online calendars and resource planning
  • Proven ability to exercise discretion and sound judgment; maintain confidentiality and demonstrate impeccable attention to detail
  • Dependable, punctual, follows instructions, responds to management direction, and solicits feedback to improve performance
  • Consistently meet deadlines while maintaining high-quality work
  • Ability to work independently and proactively; demonstrates initiative
  • Ability to make professional decisions based on accumulated knowledge of position responsibilities


4DMT provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, status as a covered veteran, and any other category protected under applicable federal, state, provincial and local laws.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities