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Administrative Coordinator

Employer
BigHat Biosciences
Location
San Mateo, CA
Start date
Jul 23, 2022

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Discipline
Clinical, Clinical Project Management
Required Education
Bachelors Degree
Position Type
Full time
Hotbed
Biotech Bay
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The Role: BigHat Biosciences is seeking a highly effective and organized individual for an Administrative Coordinator role to multiply the impact of BigHat’s Leadership team and create an on-site and virtual environment where BigHatters can thrive. 
Key Responsibilities
  • Multiply BigHat Leadership’s impact by owning the below key functions on their behalf
    • Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior leadership 
    • Manage email, calls, external stakeholders, and other company logistics on behalf of BigHat executives 
    • Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination
    • Perform administrative and office support, such as typing, dictation, spreadsheet creation, purchase order creation, and maintenance of filing system and contact database
    • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
  • Create a productive working environment for BigHatters
    • Plan in-person, virtual, and hybrid team events, both internally and offsite
    • Collaborate with IT and the Head of People to ensure that each BigHatter has a seamless onboarding experience 
    • Manage correspondence (e.g., letters, packages) by handling and distributing incoming/outgoing mail
  • Deliver an excellent first impression of BigHat
    • Answer incoming general emails and phone calls in a professional and friendly manner
    • Manage all onsite visits from external stakeholders; create a welcoming environment for BigHat visitors and guests (e.g., A/V set up, agendas, meeting coordination) 
  • Own office/facilities management for BigHat 
    • Maintain all office equipment and facilities, and submit and follow-up on maintenance work orders when necessary (e.g., dishwasher, printers, lights, refrigerator, broken doors, heating/cooling)
    • Keep reception area, conference rooms, and all common areas organized
    • Assist with conference room scheduling 
    • Inventory of office/kitchen supplies and restock as needed
    • Manage all facilities support vendors (e.g., cleaning services)

About You
  • High-degree of professionalism; extremely cognizant of responsibility as “first impression” of BigHat 
  • Coachable; continuously learning, open to feedback, willing to adapt and change, applying new skills to maximize efficiency
  • Empathy; loves to support a kind, talented, hard-working team
  • Driven; works without instruction or direction
  • Proactive rather than reactive; reduces complexity to simplicity
  • Culture carrier; embodies BigHat’s values 
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