Executive Assistant

The Mom Project; South San Francisco (CA); On-site; USD 141,000 - 199,000; Full time

Job summary

A biotechnology corporation, seeking an Executive Assistant to support business needs, offers a contract position. The role emphasizes administrative excellence and collaboration within a high-stakes environment, ideal for candidates with 5-7 years of relevant experience. This position is on-site in South San Francisco, offering competitive compensation and contractor benefits.

Benefits

Medical benefits

Dental benefits

Vision benefits

401k

Qualifications

• 5–7 years of related administrative experience preferred.
• Experience working with senior leaders is advantageous.
• Familiarity with corporate environments is preferred.

Responsibilities

• Provide administrative support to executive and senior staff.
• Manage scheduling for internal and external meetings.
• Handle the candidate interview process and onboarding logistics.

Skills

Multitasking

Attention to detail

Proficiency in Google Suite

Education

BS/BA degree or equivalent industry experience

Tools

Microsoft Office

Google Suite

Trello

Zoom

Job description

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For more than 40 years, our Customer has been following science and seeking solutions to unmet medical needs. They are a biotechnology corporation that makes medicines to treat patients with serious medical conditions. Their goal is to use the power of genetic engineering and advanced technologies to make medicines that address unmet medical needs, and help millions of people worldwide.

We are seeking an Executive Assistant on a contract basis to help support our Customer's business needs. This role is on-site in South San Francisco, CA.

Responsibilities

• Provide accurate and effective administrative support to executive and senior staff, coordinating duties with other Administrative Associates for seamless departmental support
• Generate, disseminate, and maintain information and documentation
• Manage deadlines related to business forecasting and special ad hoc projects
• Collaborate with the Admin team to support complex projects and maintain departmental needs (e.g., distribution lists, organizational charts)
• Demonstrate strong proficiency in Google Suite; manage shared team drives and handle complex scheduling requests across multiple time zones
• Manage relationships with internal and external stakeholders, maintaining a high level of confidentiality
• Plan large mid-level internal meetings (e.g., department meetings, large team/committee sessions)
• Manage scheduling for meetings with external business partners and oversee preparation and post-meeting needs
• Lead the planning and execution of internal meetings requiring webcasting or sophisticated technology
• Independently lead the planning and execution of complex team offsites (involving multiple locations, days, activities, and/or travel)
• Assist with and contribute to agenda and meeting material creation and distribution, as well as the flow of off-site events and meetings
• Manage departmental gSites, Spaces, websites, newsletters, etc. (content collection, information distribution, maintenance oversight)
• Manage candidate/interview process (host candidates, collect feedback, prepare hiring/promotion packages, coordinate with Talent Acquisition and Hiring Managers)
• Manage administrative components and logistics of onboarding (orientation info, welcome events, device preparation, etc.)
• Plan and manage team-building events, symposiums, and workshops
• Process and manage vendor/speaker engagements, contracts, and payments
  
  

Qualifications

• BS/BA degree or equivalent industry experience
• 5–7 years of related administrative, operations, or project management experience (experience in pharmaceutical/biotechnology industries preferred)
• Experience working with senior leaders/management
• Ability to multitask, prioritize, and execute tasks independently; may assist in coordinating workflow among team members
• Collaborative and proactive; shares relevant information within the team and works cross-functionally to achieve optimal outcomes
• Ability to handle and exercise sound judgment and discretion with sensitive, confidential, and proprietary information
• Demonstrates strong accuracy and attention to detail in own and others’ work; promotes high standards of accuracy within the team
• Makes decisions independently based on experience, skill, and strategic context, with minimal need for validation
• Advanced knowledge of Microsoft Office (PowerPoint, Excel, Word) and cSuite tools (Gmail, GCal, Sheets, Slides, Trello, Google Meet, Zoom); able to train others as needed
• Familiarity with the organizational structure and operations of large corporate environments is preferred
  
  

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements). Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Technology, Information and Internet

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