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Executive Assistant Executive Assistant
Ref No.: 18-08963
Location: Santa Clara, California
Executive Assistant
 
Responsibilities Include:
  • Supports manager and site leadership team with a variety of routine to advanced administrative and operational activities including but not limited to scheduling and coordination of onsite/offsite meetings and/or larger scale events, coordinating domestic and international travel and conference calls, channeling communication and/or materials.
  • Provides support on editing and formatting departmental documents such as memos, reports, presentations and legal documentation that may require data gathering from multiple components.
  • Executes special projects and tasks.
  • Work is generally of a critical or confidential nature.  Must have the ability to be flexible and discreet handling sensitive, confidential and complex issues using tact, discretion and mature judgment.
  • Coordinates activities between departments and outside parties and other sites.
  • Creates and submits purchase orders and compiles expense reports.
  • Streamlines and reduces unnecessary administrative or operational burdens from manager and other team members.
  • Serves as the department lead on new systems, processes and training compliance. Serves as the departmental “go-to-person” for general operational or administrative inquiries, requiring broad knowledge of departmental and organizational policies and procedures.
  • Supports the training and onboarding efforts for new staff on administrative processes, systems, practices, tools, etc.
  • Coordinates interview scheduling, office moves, office supply management and vendor relationships.
  • Represents the department in a highly polished and professional manner.
  • Participates in administrative project initiatives within or outside department/functional area.
  • Provides back-up support to other teams as necessary, demonstrating flexibility, adaptability and positive demeanor in the face of change.
  • Actively participates in internal company meetings with other administrative professionals, finds ways to apply new methods of working, improvements in work processes and supports an exchange of ideas among colleagues.
  • Stays abreast with emerging knowledge and trends in administrative practices and collaborates with colleagues beyond own department.
Minimum Qualifications and Skills:
  • Requires 4 or more years of progressive and directly related administrative support experience.
  • High school diploma or equivalent (Associates Degree or above preferred)
  • Administrative professional accreditations and certifications in office administration.
  • Experience supporting a manager and department/functional team in the life sciences/biotechnology industry is strongly preferred.
  • Advanced computer skills with Microsoft Office applications, e-mail and calendaring applications.
  • Advanced organizational and planning skills, including the coordination of multiple activities.
  • Strong attention to detail. 
  • Broad financial experience for effective and efficient tracking, analysis and reporting on departmental budgets and/or department analytics.
  • Advanced verbal and written communication skills. Communicates clearly, concisely, thoroughly and in a highly professional and timely manner with all internal and external partners/stakeholders.
  • Ability to be flexible and discreet handling sensitive, confidential and complex issues using tact, discretion and mature judgment.
  • Advanced problem solving and decision-making skills.
  • Advanced partnering and negotiation skills and ability to influence others without authority.
  • Strong collaboration skills and ability to partner with other staff to maximize efficiencies across work groups.
  • Strong interpersonal skills; has a proven track record of developing and maintaining good working relationships with others internally and externally.