Administrative Assistant

  • location: San Rafael, CA
  • type: Contract
  • salary: $23.29 - $27.40 per hour

job description

Administrative Assistant

Sr. Executive Coordinator

Job Summary

We are currently seeking an experienced Sr. Executive Coordinator who is willing to work in a fast-paced and dynamic department supporting a global biopharmaceutical company. The Sr. Executive Coordinator is position reporting to the VP Global Quality Operations. As a Sr. Executive Coordinator, you will work with the Quality organization on a wide range of complex and critical projects.

Job Responsibilities

  • The primary role of this position will be providing administrative support to the VP, Global Quality Operations, such as:

    • exercising impeccable judgment and discretion in time management
    • calendaring
    • creating and manipulating international/domestic travel itineraries
    • preparation of expense reports
  • Organizational and communication skills are of utmost importance in this role.
  • The ideal candidate will maintain a high level of professionalism with strong influencing skills and self-direction, while anticipating situations or issues that may arise in the near future.
  • The ideal candidate will maintain a proactive approach on all projects and daily tasks in coordination with the Quality staff.
Time Management

  • Manage/leverage VP's time consistent with priorities
  • Coordinate internal and external calendars
  • Prioritize/rebook calendar/meetings in line with functional priorities
  • Provide complex levels of meeting management: plan & ensure calendar remains on target and anticipate changes

  • Create and manage complex itineraries of domestic and international travel
  • exercise outstanding practical and financial judgment with last minutes schedule and travel arrangements.
Financial Management

  • Proactively prepare and submit expense reports
  • Maintain accurate and detailed database for VP's expenses
  • Maintain budget and financial records
  • Maintain deep understanding of (manage) cost center budget to provide right information/answers at right time
Education & Qualifications

  • 7-10 years executive administrative support of S/EVP/C-level executive .
  • Outstanding organizational/problem solving skills
  • History of customized problem solving/prioritization based on executive preference
  • Effectively handle and balance multiple competing priorities while maintaining strong attention to detail and follow-up.
  • Demonstrate high level of initiative for both ongoing and new assignments.
  • Expertise in Microsoft Office
  • Outstanding written & oral communication skills
  • Experience drafting communication tailored to a wide variety of partners/desired audience in executive's voice.
  • Clear, concise verbal & written communicator.
  • Able to effectively state/support/defend rationale/research when questioned by executive/senior leaders

  • Medical, Dental, and Vision Insurance
  • 401K Plan with Company Match
  • Life and AD&D Insurance

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