Administrative Assistant

South San Francisco, CA

$40 Per Hour
Instant Apply

7 days ago

Job Description

Job Title: Administrative Assistant
Duration: 06 Months Contract
Location: South San Francisco, CA
Pay Rate: $40.00/hr.

Description:
We are seeking an exceptionally organized, motivated, and professional person who enProducts working in a fast-paced environment to provide coordination of meetings, support departmental operations and communications and to plan and manage on-site and off-site events. The candidate will have primary responsibility for members of the Immunology Discovery group and will work with other Administrative Associates within closely-related functions.

The successful candidate will be adept at problem solving and support Executive Director and staff in a proactive manner. They will have excellent interpersonal and communication skills and experience in multi-tasking, prioritization, organization, problem-solving, and working independently. The candidate will display judgment and discretion regarding sensitive/confidential and proprietary information and be comfortable learning new technologies or software applications to manage staff needs. The candidate will contribute to organizational and corporate goals to ensure the smooth daily operation of the department.

Who you are:

BA/BS degree or equivalent experience or training preferred.
High school diploma and 5+ years of related experience required.
Demonstrated skills in multitasking, prioritization, organization, problem-solving, and working independently. Excellent judgment and discretion regarding sensitive/confidential and proprietary information.
Can manage interpersonal interactions at all levels in a tactful and professional manner.
Solid experience working across various functions and with external parties as well as manage complex or sensitive information
Knowledge of client’s business, organizations, guidelines, policies and systems as well as the Biotech industry is a plus.

Responsibilities include:

Calendaring: Ability to manage complex scheduling, in multiple time zones, various levels of internal and external stakeholder management, often with a high level of confidentiality required. Capable of managing and supporting larger internal meetings with sophisticated webcasting and technology.
Guest Speaker and Interview Scheduling: Coordinate and arrange visits from guest research speakers/consultants/interviewees including creating a schedule, making travel arrangements, and processing expenses. Partner with Senior Staff to coordinate the overall guest speaker program.
Recruitment and Candidates: Support Hiring Managers with recruitment of new headcount including organizing interviews. Ability to collect recommendation and evaluation materials and prepare packages for approval committees a plus.
Meeting Planning (on campus and off site): Coordinate and schedule for recurring department meeting series, onsite and offsite meetings, team meetings, and other high-level meetings or events.
Contracts/Purchase Orders: Support external vendor contracting, purchase order set up, and review and processing of invoices.
Expense Reporting and Purchasing: Support the compiling, completing, and processing of expense reports. Manage companies purchasing credit card for the department and reconcile purchases in a timely manner.

Numbers & Facts

Location

South San Francisco, CA

Skills

Administrative Skillsunmatched
Billingunmatched
Biotech and Pharmaceuticalunmatched
Calendar Managementunmatched
Communication Skillsunmatched
Credit Cardsunmatched
Establish Prioritiesunmatched
Expense Managementunmatched
Expense Reportsunmatched
High School Diplomaunmatched
Immunologyunmatched
Interpersonal Skillsunmatched
Interviewing Skillsunmatched
Multitaskingunmatched
Operational Communicationsunmatched
Operational Supportunmatched
Order Processingunmatched
Organizational Skillsunmatched
People Managementunmatched
Plan Meetingsunmatched
Problem Solving Skillsunmatched
Procurement Managementunmatched
Purchase Ordersunmatched
Purchasing/Procurementunmatched
Reimbursementunmatched
Schedule Developmentunmatched
Staff Requirementsunmatched
Time Managementunmatched
Travel Planningunmatched
Web Castingunmatched

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