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Administrative Assistant II
San Francisco, CA
Setting up conference calls, often involving internal personnel and/or external parties, and possibly encompassing the use of audio and WebEx technologies;
Maintaining day-to-day calendar and recurring meetings for the department;
Providing meeting coordination and support to team members as required; act as a central contact for the development team for designated project communications, correspondence and associated documentation;
Schedule meetings and arrange on site and off site meetings, including catering services;
Prepare and coordinate travel and expense report management, including accommodations, domestic and international;
Compile, submit, and track expenses for the Senior level staff;
Participate in recruiting efforts by working with the human resources department to schedule interviews, coordinate interview packets and host the candidate. Participate in on-boarding activities;
Assist with contract document preparation;
Prepare agendas and make arrangements for departmental, company and partnered team meetings;
Interface effectively with employees and external contacts at all levels;
Oversee and execute timely completion of additional projects, as needed;
Handle confidential material effectively and discreetly;
Establish, update and maintain departmental files (paper and electronic), inventories, and records;
Screen telephone calls, take messages, redirect calls, and respond to routine inquiries regarding department business;
Provide clerical support as necessary, including filing, faxing, copying, collating and all other administrative support;
Type and format confidential and non-routine documents. Proof work and make changes as necessary and/or composes routine correspondence using predetermined formats;
Prepare and send outgoing FedEx correspondences;
Maintain department supplies and equipment;
Serve as a collaborative member of the organization’s administrative team and offer relief support, as needed.
Proven experience handling confidential and sensitive information.
Strong knowledge of MS Office (Excel, Word, PowerPoint, Outlook).
Excellent analytical, planning and organizational skills with strong attention to detail.
Ability to effectively communicate and share knowledge with internal and external contacts at all levels.
Skilled in developing collaborative internal and external relationships.
Ability to multi task and shift priorities quickly.
Excellent follow through.
Proven ability to work under tight deadlines and pressure in a composed manner.
Must have excellent customer-service orientation, high degree of professionalism, and ability to work with little or no direction; strong team player.
Ability to learn quickly and take on new challenges as they arise.
Must be flexible, resourceful, and detail oriented.
Effective interpersonal and communication skills.
PC literacy required; MSOffice skills (Outlook, Word, Excel, PowerPoint)
Biotech/Pharmaceutical industry experience preferred
High School diploma or GED
A minimum of 3 - 5 years of experience in progressively increasing positions of responsibility.