Senior Administrative Assistant

Title: Sr Administrative Assistant II, US Commercial

Location: Redwood City, CA 94063

Duration : 6 Months

Responsibilities

• Coordinates internal and external meetings/teleconferences along with corresponding logistics, room reservations, catering, audio-visual equipment set-up, and other support needs
• Provides and balances administrative support across both in-office and remote field team members and can coordinate with teams across different regions and global time zones
• Interacts with key business partners and potentially external vendors in planning meetings and coordinating all logistics in partnership with functional leaders
• Plans and coordinate necessary offsite meetings and/or conference attendance, including conference registration, hotel stays, meeting arrangements, catering, AV equipment, and other related requests to ensure successful meetings
• Plans and coordinate complex domestic and international travel details including flights, VISA applications, travel documents, car transports, hotel bookings, restaurant reservations and other travel related needs for senior leadership; this may require evening or weekend support, depending on the travel requirements
• Provides consolidation, formatting, and/or organization of PowerPoint presentation slides as requested
• Handle recruitment and onboarding activities including all full-time, temporary, and consulting candidate interview scheduling for the functions supported, as well as coordinating 1st day of new hire planning w/HR and hiring manager
• Provide administrative support to commercial team for consulting and/or master service agreements in partnership with legal and/or procurement to ensure they are executed timely and properly within approval limits
• Coordinates complex expense report processing and reconciliation of receipts and credit card statements for the senior leadership as needed
• Partners across Commercialization (Commercial and Medical Affairs) Operations and Admin team members to plan agendas and execute Cross functional meetings and events (ie, launch planning, support speaker series, lunch and learns, etc)

Required Qualifications:

• 10+ years supporting at the executive level
• Ability to recognize and appropriately handle highly sensitive and confidential material and information
• Strong organizational, project and time management skills; detail oriented
• Ability to prioritize/multi-task projects and demands effectively
• Willingness to support the Client to succeed by thinking outside of the box and job description
• Professional demeanor and team-player while maintaining positive, team-focused attitude
• Proactive and excellent self-initiative
• Excellent verbal and written communication skills

Preferred

• Biotechnology experience highly preferred
• Proficient with MS Word, Excel, PowerPoint, and Outlook calendar. Experience with applicant tracking systems highly preferred
• Experience with project management tools, (ie Smartsheet's) and communications platforms (ie, Teams portal development, newsletters) is a plus