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Administrative Assistant III

Foster City, CA 94404

Posted: 09/28/2022 Employment Type: Contract Job Category: Administrative Job Number: 514211 Is job remote?: No Country: United States

Job Description

Job Title: Administrative Assistant III

Must Haves:
  • HS Diploma
  • 3+ years of senior administrative assistant experience supporting executives
  • Strong written and verbal communication skills, including editing and proofreading
  • Advanced Proficiency utilizing Microsoft Office Programs (i.e. Word, Excel, PowerPoint, Outlook, etc.)

  • Associate’s or Bachelor’s Degree
  • Biotech experience preferred

Job Summary:

We are seeking an experienced, highly organized, and proactive senior administrative professional to provide administrative support to the Executive Director and leadership team. The position will have a high level of visibility in the organization.

Key Responsibilities:
  • Coordinate large events which includes the planning, organizing, and implementation of event activities
  • Serve as a primary resource for data and information to the department
  • Recommend, interpret, and/or implement company and internal administrative policies and procedures
  • Interfaces with internal management and staff to address/support a wide range of administrative needs
  • Prioritize workload involving multiple large projects/timelines by anticipating and arranging for needed resources
  • Utilizes software programs such as MS Outlook, Excel, and PowerPoint to create graphs, charts, spreadsheets, and presentations
  • Understand the goals and objectives of the entire department and contributes to the attainment of those G&O's
  • Liaise with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations
  • May review monthly budget, reviews and researches variances
  • Assist with facilities space planning or office set-up as needed
  • Assist in the onboarding/offboarding of staff members
  • Acts as a resource to other administrative assistants and may be cross trained as back up to cover if he/she is out of the office for an extended time period
  • May schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition
  • May design/revise processes to enhance workflow, which includes the use of software to generate reports, statistics, timelines, correspondence and presentations

Minimum Qualifications:
Knowledge, Skills and Abilities:
  • Demonstrated effective verbal, written, and interpersonal skills
  • Strong attention to detail and highly organized
  • High level of integrity and confidentiality with sensitive information
  • Proven knowledge and understanding of administrative and office policies and procedures
  • Must possess good proofreading and editing skills
  • Demonstrated high level of proficiency with MS Office Suite: Outlook, Word, PowerPoint, and Excel
  • Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly

Specific Education and Experience Requirements
  • Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s)
  • Associates Degree or higher preferred
  • Biotech experience is preferred as we are working towards developing a better grasp of what the PSLs need. We would like to have a better understanding of regulatory/project phases so we can be proactive rather than reactive in support of our respective PSLs.
  • In addition to supporting the PSL team, a critical function is the willingness/ openness to build cohesive relationships within the administrative group, i.e. working collaboratively and flexibly to support each other.
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