Administrative Assistant

Apollopros; South San Francisco (CA); Sur place; USD 52 000 - 78 000; Plein temps

Résumé du poste

Apollopros is seeking a Contract Administrative Assistant to provide administrative, operational, and event coordination support for a busy department in a fast-paced scientific and business environment.

You will manage complex calendars, coordinate meetings and events, assist with recruitment, and handle vendor and financial administration to keep daily operations running smoothly.

Qualifications

• Minimum 5 years of administrative support experience in a professional setting.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage confidential information with discretion.
• Experience supporting senior leadership is a plus.
• Knowledge of scheduling across time zones is preferred.

Responsabilités

• Provide proactive administrative support to the Director and staff.
• Manage complex calendars across multiple time zones with confidentiality.
• Coordinate internal and external meetings, including virtual sessions.
• Plan and coordinate department meetings, events, and travel logistics.
• Support recruitment by scheduling interviews and organizing materials.
• Handle vendor relations, invoices, and expense reporting.

Connaissances

Calendar management

Meeting planning

Event coordination

Recruitment support

Expense reporting

Purchase orders

Vendor management

Executive support

Contract administration

Office administration

Business support

Formation

High school diploma

Bachelor's degree or equivalent

Description du poste

Administrative Assistant Join a Dynamic Team as a Contract Administrative Assistant

Are you a highly organized professional who thrives in a fast-paced environment? We are seeking an experienced Contract Administrative Assistant to provide administrative, operational, and event coordination support for a busy scientific and business-focused department. This role is ideal for someone who excels at managing multiple priorities, coordinating complex schedules, and delivering exceptional support to leadership and cross-functional teams. As a key member of the administrative support team, you will partner with department leaders and staff to ensure smooth daily operations, effective communication, and successful execution of meetings, programs, and events.

Key Responsibilities

• Executive & Administrative Support Provide proactive administrative support to an Executive Director and departmental staff. Manage complex calendars across multiple time zones with a high degree of accuracy and confidentiality. Coordinate internal and external meetings, including virtual meetings requiring advanced webcasting and technology support. Handle sensitive and confidential information with professionalism and discretion.
• Meeting & Event Coordination Plan, schedule, and coordinate recurring department meetings, leadership meetings, team events, and special projects. Organize both onsite and offsite meetings, workshops, and events. Manage logistics including venue coordination, meeting materials, catering, and attendee communications.
• Guest Speaker & Visitor Management Coordinate visits for guest speakers, consultants, researchers, and interview candidates. Create detailed itineraries, arrange travel accommodations, and process related expenses. Partner with senior stakeholders to support ongoing speaker and visitor programs.
• Recruitment Support Assist hiring managers throughout the recruitment process. Schedule and coordinate interviews with candidates and hiring teams. Collect and organize candidate evaluations, recommendations, and supporting documentation. Prepare interview and approval materials when needed.
• Vendor & Financial Administration Support vendor onboarding, contract coordination, and purchase order creation. Review, track, and process invoices in a timely manner. Prepare and submit expense reports for department staff. Manage departmental purchasing card activity and perform regular reconciliations.

Required Qualifications

• High school diploma required.
• Minimum of 5 years of administrative support experience in a professional business environment.
• Strong organizational, multitasking, and prioritization skills.
• Demonstrated ability to work independently while managing competing deadlines.
• Excellent problem-solving skills and attention to detail.
• Outstanding verbal and written communication skills.
• Proven ability to interact professionally with employees, leaders, vendors, and external stakeholders at all levels.
• Experience managing confidential and sensitive information with sound judgment and discretion.

Preferred Qualifications

• Bachelor's degree or equivalent combination of education, training, and experience.
• Experience supporting senior leadership or executive-level teams.
• Knowledge of biotechnology, life sciences, healthcare, or other regulated industries is a plus.
• Experience working across multiple departments and external business partners.
• Comfortable learning and utilizing new technologies, software systems, and collaboration tools.

What Makes You Successful

You are highly dependable, proactive, and solutions-oriented. You enjoy working in a collaborative, fast-moving environment. You can seamlessly manage complex schedules, projects, and stakeholder relationships. You excel at maintaining professionalism while delivering exceptional customer service and administrative support.

Keywords: Administrative Assistant, Executive Assistant, Administrative Coordinator, Calendar Management, Meeting Planning, Event Coordination, Recruitment Support, Expense Reporting, Purchase Orders, Vendor Management, Executive Support, Contract Administrator, Administrative Operations, Office Administration, Business Support.