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Administrative Associate
Ref No.: 18-03328
Location: South San Francisco, California
Administrative Associate
South San Francisco, CA
Contract Length: 1 year
Pay Rate: $23/hr

Job Responsibilities:
  • Provide accurate and effective administrative support to Managers, and coordinate administrative duties with other Administrative Associates to provide seamless support for the group
  • Identify and anticipate needs of the group and plan work activities accordingly
  • Manage multiple schedules with heavy calendaring of complex meetings. Arrange, coordinate and support meetings, events, and activities both on and off-site
  • Generate, disseminate and maintain documents and information
  • Develop, implement and evaluate department work processes and procedures. Manage deadlines related to business planning as well as other special projects
  • Collaborate with Admin team to support complex projects and deadlines.

General office responsibilities include but not limited to:
  • Schedule and coordinate staff onsite/offsite meetings
  • Create and prepare presentation materials
  • Assist with special projects
  • Schedule travel for staff
  • Process payments and expense reports
  • Maintain files
  • Order department office supplies
  • Maintain photocopying equipment
  • Order catering and other supplies for a variety of meetings and events
  • Greet visitors, disseminate information, fully utilize PC/MAC and software applications

Required Skills:
  • 2+ years of experience in an administrative environment preferred
  • Ensure compliance with policies
  • Integrate and facilitate communication with individuals, the team, and other functions across the company
  • Strong, positive interpersonal skills and ability to work with diverse individuals
  • Attend and actively participate at staff level meetings as required, coordinate/publish agenda and minutes
  • Integrate and actively participate in administrative associate team meetings and projects
  • Proactively work to maximize the effectiveness of the managers and other individuals in the group
  • Provide judgment in sensitive, confidential and complex information
  • Flexibility to take direction on projects from team and co-workers and work projects yet demonstrate autonomy in managing time and priorities
  • Proactive problem solving and decision-making within agreed parameters.
  • Customer service orientation
  • Demonstrated successful experience indicating attention to detail, ability to work independently and in teams, strong follow up skills and ability to manage multiple projects simultaneously
  • Must be willing and able to handle large volume of routine work, as well as more challenging projects and provide a consistently accurate work product
  • Strong PC/MAC computer skills utilizing Microsoft Office and Google Apps (gSheets, gSlides, etc)
  • Excellent written and verbal skills
  • BA or equivalent experience