Biotech Executive Administrative Lead: Calendar & Travel

Exelixis Inc; Alameda (CA); On-site; USD 101,000 - 128,000; Full time

Benefits offered by this job

401k with company contributions

Medical/dental/vision insurance

Life and disability insurance

Flexible spending accounts

Discretionary annual bonus

Job summary

Exelixis Inc in Alameda, CA seeks an experienced administrative assistant to support a Business Unit with confidential tasks and high-level coordination. The role includes calendar management for team members, planning meetings, and handling complex correspondence using Word, Excel and PowerPoint.

You will coordinate travel through the company agency, assist with reimbursements, track invoices and contracts, and help plan events.

Qualifications

• Education/Experience: HS diploma + 5 years related experience, or AA with 3 years, or BA with 1 year.
• Pharma/biotech familiarity preferred and prior admin experience in calendar management, travel, expense reporting.
• Advanced computer skills with Outlook, Word, Excel, PowerPoint; strong organizational skills.

Responsibilities

• Manage calendars, schedule meetings, coordinate visitor visits.
• Prepare confidential correspondence and reports.
• Coordinate travel through company agency, book air/hotel, create itineraries.
• Process reimbursements and expense reports.
• Track contracts, purchase requisitions, and invoices.
• Order office supplies and manage mail/packages.
• Field phones and emails; maintain office communications.
• Provide presentation support and assist with special projects.
• Ensure adherence to departmental policies and safety procedures.

Skills

Calendar management

Outlook proficiency

Microsoft Word

Microsoft Excel

PowerPoint

Travel coordination

Expense reporting

Communication

Project coordination

Education

High School Diploma or GED

Associate’s degree

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Exelixis Inc in Alameda, CA seeks an experienced administrative assistant to support a Business Unit with confidential tasks and high-level coordination. The role includes calendar management for team members, planning meetings, and handling complex correspondence using Word, Excel and PowerPoint.

You will coordinate travel through the company agency, assist with reimbursements, track invoices and contracts, and help plan events.