Executive Assistant

R&D Partners; San Carlos (CA); On-site; USD 83,000 - 96,000; Part time

Benefits offered by this job

Medical insurance

401k plan

Employee Assistance Program

Long-term disability

Weekly payroll

Online timecard approval

Job summary

R&D Partners in San Carlos, CA seeks an experienced Executive Assistant to support C-Suite leadership. The role focuses on calendars, travel, expense reports, and proactive task management in a fast-paced, confidential environment.

The six-month contract requires a Bachelor's degree and 10+ years in admin roles, strong communication, and the ability to anticipate needs, manage priorities, and build cross-functional relationships.

Qualifications

• Bachelor’s Degree with 10+ years’ experience in an administrative role supporting a C-level Executive.
• Experience in life sciences/biotech companies a plus.
• Ability to respond to and support occasional off-hour requests given public company executive and investor relations aspects of role.
• Must have the willingness and flexibility to work Eastern Time Standard.
• Advanced knowledge of MS Office including Outlook, Word, Excel and PowerPoint; strong calendar and travel management skills and experience.
• Strong interpersonal skills, with excellent written and verbal communication skills.
• Ability to effectively communicate with people at all levels and from various backgrounds.
• Familiarity and experience working with Investor Relations is desired.
• Versatility, flexibility, resilience and a willingness to work within constantly changing priorities with passion and enthusiasm.
• Commitment to excellence and high standards with attention to detail.
• Strong organizational, problem-solving and analytical skills; able to manage priorities and workflow.

Responsibilities

• Optimize and ensure Executive’s preparation and effectiveness.
• Arrange and manage all aspects of travel for the executive, including flights, hotels, ground transportation, and detailed itineraries.
• Process and manage Executive’s expense reports.
• Proactively and strategically manage Executive’s calendar, prioritize and update based on solid understanding of the context for requests.
• Understand and help prioritize key strategic initiatives and tasks; assist Executive in managing and addressing outstanding to-dos and requests.
• Represent organization and develop relationships with several external constituents.
• Attend important meetings, take detailed minutes, and distill critical takeaways from discussions.
• Provide the Executive with a concise summary and actionable plan, ensuring timely follow-up on all assigned action items.
• Collaborate with Executive to manage strategy for and calendaring of Executive’s direct report 1x1 meetings, skip-level meetings, leadership team meetings, among others.
• Collaborate with the Executive Assistant team across organization to ensure alignment of schedules, internal and external events.
• Keep a pulse on daily agendas and proactively prioritize – planning days in advance to ensure the right information, people, etc. are prepared and engaged.
• Build cross-functional relationships at all levels of the Company to ensure understanding of the business, leaders and workflow.
• Develop an understanding of the team and field requests from all contacts, making a point to be available and approachable.

Skills

Strong communication

Calendar management

Proactive self-starter

Discretion confidentiality

Cross-functional collaboration

Education

Bachelor’s Degree with 10+ years’ experience

Tools

MS Office — Outlook

MS Office — Word

MS Office — Excel

MS Office — PowerPoint

Job description

We are hiring an experienced Executive Assistant to provide administrative support to C-Suite leadership. The ideal candidate has a natural passion for learning, enjoys taking on new tasks and projects, has an eye for perfection, and excels in an energetic, fast-paced environment while being able to understand big picture needs. This individual must be a self-starter, who is proactive, well-organized, anticipates needs and prioritizes tasks, and has a high degree of poise, emotional intelligence and professionalism. Strong business judgment with excellent communication skills is essential. The candidate will be a strategic partner bringing everything together, from calendaring and travel, team support, and prioritizing workflows.

This is a 6-month contract position based in San Carlos, CA.

Responsibilities

• Optimize and ensure Executive’s preparation and effectiveness.
• Arrange and manage all aspects of travel for the executive, including flights, hotels, ground transportation, and detailed itineraries.
• Process and manage Executive’s expense reports.
• Proactively and strategically manage Executive’s calendar, prioritize and update based on solid understanding of the context for requests.
• Understand and help prioritize key strategic initiatives and tasks; assist Executive in managing and addressing outstanding to-dos and requests.
• Represent organization and develop relationships with several external constituents.
• Attend important meetings, take detailed minutes, and distill critical takeaways from discussions.
• Provide the Executive with a concise summary and actionable plan, ensuring timely follow-up on all assigned action items.
• Collaborate with Executive to manage strategy for and calendaring of Executive’s direct report 1x1 meetings, skip-level meetings, leadership team meetings, among others.
• Collaborate with the Executive Assistant team across organization to ensure alignment of schedules, internal and external events.
• Keep a pulse on daily agendas and proactively prioritize – planning days in advance to ensure the right information, people, etc. are prepared and engaged.
• Build cross-functional relationships at all levels of the Company to ensure understanding of the business, leaders and workflow.
• Develop an understanding of the team and field requests from all contacts, making a point to be available and approachable.
• Highly motivated and proactive, with the ability to work independently, anticipate needs, and take initiative to solve problems in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Demonstrate composure and flexibility, regardless of competing priorities.
• Find new and efficient ways to create work processes to help maximize your executives' time, including weekly reporting, goal-tracking and team meetings.

Qualifications

• Bachelor’s Degree with 10+ years’ experience in an administrative role supporting a C-level Executive. Commercial support experience is a significant plus.
• Experience in life sciences/biotech companies a plus. Other combinations of education and/or experience may be considered.
• Ability to respond to and support occasional off-hour requests given public company executive and investor relations aspects of role.
• Must have the willingness and flexibility to work Eastern Time Standard.
• Advanced knowledge of MS Office including Outlook, Word, Excel and PowerPoint; strong calendar and travel management skills and experience.
• Strong interpersonal skills, with excellent written and verbal communication skills.
• Ability to effectively communicate with people at all levels and from various backgrounds.
• Familiarity and experience working with Investor Relations is desired.
• Versatility, flexibility, resilience and a willingness to work within constantly changing priorities with passion and enthusiasm.
• Commitment to excellence and high standards with attention to detail.
• Strong organizational, problem-solving and analytical skills; able to manage priorities and workflow.

Pay

• $60.00-$70.00 per hour

Why Choose R&D Partners?

As an employee, you have access to a comprehensive benefits package including:

• Medical insurance – PPO, HMO & HSA
• 401k plan
• Employee Assistance Program
• Long-term disability
• Weekly payroll
• Online timecard approval

R&D Partners is a global functional service provider and strategic staffing resource specializing in scientific, clinical research & engineering. We provide job opportunities within major pharmaceutical, biopharmaceutical, biotechnology, and medical device companies.

R&D Partners is an equal-opportunity employer.