Administrative Assistant

Spectraforce Technologies, Inc.; South San Francisco (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Spectraforce Technologies, Inc. in South San Francisco, CA, is seeking an Administrative Assistant to provide organized, proactive support to the Immunology Discovery group. You will coordinate meetings, manage communications, and assist with on-site and off-site events.

The role requires strong multitasking, discretion, and the ability to work independently in a fast-paced biotech environment. You will partner with executive staff and hiring managers to ensure smooth daily operations and timely

Qualifications

• BA/BS or equivalent degree or training preferred.
• High school diploma and 5+ years of related experience required.
• Demonstrated multitasking, prioritization, organization, problem-solving, and ability to work independently.
• Excellent judgment and discretion regarding sensitive/confidential information.
• Ability to interact with all levels tactfully and professionally.

Responsibilities

• Calendaring: manage complex scheduling across time zones and stakeholders, with high confidentiality.
• Guest Speaker and Interview Scheduling: coordinate visits, travel, and expenses; support speaker program.
• Recruitment and Candidates: assist Hiring Managers with interview organization and materials.
• Meeting Planning (onsite/offsite): schedule department meetings and events.
• Contracts/Purchase Orders: support vendor contracting, PO set up, and invoice review.
• Expense Reporting and Purchasing: manage expense reports and department purchasing card.

Skills

Multitasking

Prioritization

Organization

Problem-solving

Independence

Interpersonal skills

Discretion

Judgment

Education

BA/BS or equivalent

High school diploma with 5+ years experience

Job description

Position Title: Administrative Assistant

Work Location: 1 DNA Way, South San Francisco, CA, 94080

Assignment Duration: 6 Months

Work Arrangement: Onsite / Off-site (campus and external events)

Position Summary

We are seeking an exceptionally organized, motivated, and professional person who enjoys working in a fast-paced environment to provide coordination of meetings, support departmental operations and communications and to plan and manage on-site and off-site events. The candidate will have primary responsibility for members of the Immunology Discovery group and will work with other Administrative Associates within closely-related functions.

Background & Context

The successful candidate will be adept at problem solving and support Executive Director and staff in a proactive manner. They will have excellent interpersonal and communication skills and experience in multi-tasking, prioritization, organization, problem-solving, and working independently. The candidate will display judgment and discretion regarding sensitive/confidential and proprietary information and be comfortable learning new technologies or software applications to manage staff needs. The candidate will contribute to organizational and corporate goals to ensure the smooth daily operation of the department.

Key Responsibilities

• Calendaring: Ability to manage complex scheduling, in multiple time zones, various levels of internal and external stakeholder management, often with a high level of confidentiality required. Capable of managing and supporting larger internal meetings with sophisticated webcasting and technology.
• Guest Speaker and Interview Scheduling: Coordinate and arrange visits from guest research speakers/consultants/interviewees including creating a schedule, making travel arrangements, and processing expenses. Partner with Senior Staff to coordinate the overall guest speaker program.
• Recruitment and Candidates: Support Hiring Managers with recruitment of new headcount including organizing interviews. Ability to collect recommendation and evaluation materials and prepare packages for approval committees a plus.
• Meeting Planning (on campus and off site): Coordinate and schedule for recurring department meeting series, onsite and offsite meetings, team meetings, and other high-level meetings or events.
• Contracts/Purchase Orders: Support external vendor contracting, purchase order set up, and review and processing of invoices.
• Expense Reporting and Purchasing: Support the compiling, completing, and processing of expense reports. Manage company purchasing credit card for the department and reconcile purchases in a timely manner.

Qualification & Experience

• BA/BS degree or equivalent experience or training preferred.
• High school diploma and 5+ years of related experience required.
• Demonstrated skills in multitasking, prioritization, organization, problem-solving, and working independently. Excellent judgment and discretion regarding sensitive/confidential and proprietary information.
• Can manage interpersonal interactions at all levels in a tactful and professional manner.
• Solid experience working across various functions and with external parties as well as manage complex or sensitive information.
• Knowledge of our organization business, organizations, guidelines, policies and systems as well as the Biotech industry is a plus.