Administrative Assistant

Motion Recruitment; South San Francisco (CA); Presencial; USD 44.000 - 63.000; Jornada completa

Descripción de la vacante

Motion Recruitment is seeking an exceptionally organized Administrative Assistant in San Francisco to provide coordination of meetings, support department operations and events, and handle confidential information with discretion. The role focuses on supporting the Immunology Discovery group and collaborating with related teams.

Key duties include complex calendaring across time zones, coordinating guest speakers and interviews, assisting with recruitment logistics, and handling contracts,

Formación

• High school diploma and 5+ years of related experience required.
• BA/BS degree or equivalent experience or training preferred.
• 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.

Responsabilidades

• Calendaring: manage complex scheduling across time zones with confidentiality, supporting larger internal meetings with webcasting and technology.
• Guest Speaker and Interview Scheduling: coordinate visits, travel, expenses; partner with Senior Staff for guest speaker program.
• Recruitment and Candidates: assist Hiring Managers with recruitment and interview organization; collect materials for approval committees.
• Meeting Planning (on campus and off site): schedule recurring department meetings and other high-level events.
• Contracts/Purchase Orders: support external vendor contracting, PO setup, and invoice processing.
• Expense Reporting and Purchasing: compile and process expense reports; manage dept credit card reconciliation.

Conocimientos

Multitasking

Prioritization

Organization

Problem solving

Independence

Discretion

Educación

High school diploma or equivalent

BA/BS degree or equivalent experience

Descripción del empleo

Job Title: Administrative Assistant

Location: San Francisco CA 94080

Pay: $39/hr. On W2

Duration: 6 Months with possible ext. Or FTE

DESCRIPTION

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. 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.

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

QUALIFICATIONS

• High school diploma and 5+ years of related experience required.
• BA/BS degree or equivalent experience or training preferred.
• 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.