Administrative Assistant

The Fountain Group

San Mateo (CA)

On-site

USD 48,216 - 55,104

Part time

14 days+

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Benefits offered by this job

Medical insurance

Vision insurance

Job summary

A leading company in the Pharmaceutical Manufacturing sector is seeking an Administrative Assistant. The role involves providing comprehensive support to executives, managing onboarding processes, and coordinating events. Ideal candidates will have 5-7 years of experience and excellent multitasking abilities, contributing effectively in a dynamic environment. The position offers a competitive hourly wage and various employee benefits.

Qualifications

5-7 years of administrative experience supporting senior management.
Excellent verbal, written, and interpersonal skills.
Must be able to work under minimal supervision.

Responsibilities

Provides executive-level administrative support.
Manages new hire onboarding and scheduling.
Coordinates events and liaises with vendors.

Skills

Verbal skills

Written skills

Attention to detail

Organizational skills

Education

High school diploma

BA or BS degree

Tools

MS Office

Teams

SharePoint Online

Job description

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This range is provided by The Fountain Group. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$35.00/hr - $40.00/hr

Direct message the job poster from The Fountain Group

• Provides administrative support to an executive and select team members for calendar management and travel arrangements.

• Manage new hire and contract worker onboarding process to include scheduling introductory meetings, initiate IT onboarding equipment ordering, request/assign workspace.

• Prioritize workload involving multiple projects, timelines over several time zones.

• Familiar and verse at using software programs (MS Office, Teams and SharePoint Online).

• Under manager’s direction, create draft reports, documents, presentations, and templates using raw data. Incumbent may also gather data using internet searches.

• Responsible for coordinating events which includes the planning, organizing and implementation of several event activities.

• Liaise with guests to assess needs and coordinate activities such as travel, hotel, expense reports and tools and materials for presentations.

• Correspond directly with vendors/suppliers.

• Act as a resource to other administrative assistants and have working knowledge as back up to the Administrative Coordinator if they are out of the office.

• Keep the bigger picture in mind and influence workflows accordingly.

Experience & Skills:

• Excellent verbal, written, and interpersonal skills are required.

• Requires knowledge and understanding of administrative and office policies and procedures.

• Must possess good proofreading and editing skills of technical documents.

• Experience with data management and advanced knowledge and experience using several office SW, i.e. MS Office, Teams, SharePoint Online required.

• Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.

• Proven administration experience within a fast-paced organization supporting senior level management.

• Knowledge of and/or willing to independently learn the company’s administrative processes and systems.

• Keen to take the initiative.

• Resilience under pressure will be a distinct advantage in the role.

• Forward thinking with excellent communication and high-level organizational skills.

• Comfortable working with ambiguity in an individual or team environment.

• A BA or BS degree is preferable. Requires a minimum of a high school diploma plus strong administrative experience.

Behaviors:

• Resilient profile with the ability to deliver in an ambiguous environment

• Ability to engage and manage multiple stakeholders to achieve the objectives

• Curious with learning agility

• Organized with systematic approach to prioritization

• Process-orientated to achieve the business objective

Required Years of Experience: 5-7 years with progressive/increase of responsibilities

Top 3 Required Skill Sets: Experience supporting multiple leaders, attention to detail, able to work independently with little supervision, able to pivot quickly when priorities change at a moment’s notice.

Seniority level