Administrative Assistant — Executive Support & Event Planning

Motion Recruitment; South San Francisco (CA); On-site; USD 44,000 - 63,000; Full time

Job summary

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,

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.

Responsibilities

• 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.

Skills

Multitasking

Prioritization

Organization

Problem solving

Independence

Discretion

Education

High school diploma or equivalent

BA/BS degree or equivalent experience

Job description

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,