Executive Assistant

Adaptive Biotechnologies Corp.; United States; On-site; USD 90,000 - 135,000; Full time

Benefits offered by this job

equity grant

bonus eligible

Job summary

Adaptive Biotechnologies seeks an experienced Executive Assistant to provide administrative and project support to assigned executives. You will manage calendars, coordinate travel, prepare communications, and help execute events and onboarding with high discretion and efficiency.

The role requires a highly organized, proactive professional with 10+ years of experience in executive support, strong MS Office skills, and the ability to navigate a fast-paced, confidential environment.

Qualifications

• 10+ years of related administrative and executive support experience.
• BS/BA degree preferred, but not required.
• Advanced proficiency in Microsoft Office suite including Excel (pivot tables and lookups), PowerPoint (presentation creation), Word (table creation, complex documents), Outlook (complex internal and external calendaring), and SharePoint.
• Experienced independently developing action plans and processes.
• Highly organized with the ability to problem-solve independently.

Responsibilities

• Anticipate and self-manage the Executive’s day-to-day administrative needs and keep details running flawlessly.
• Manage or track department budget spending, expenses, headcount, assets, and space planning.
• Facilitate effective communications (draft internal communications and announcements, edit documents for accuracy and clarity, create or edit presentations, send internal email communications).
• Responsible for flawless execution of company-wide, site and team events independently or in collaboration with other Departments, Group Admins and Exec Assistants.
• Support onboarding of new hires including equipment ordering, workspace setup, and training on administrative processes.
• Coordinate domestic and international travel arrangements (flights, cars, hotel, etc.) and manage expenses for reimbursement.
• Maintain calendars, agendas, meeting logistics, and prepare presentations and documents; follow up on deliverables.

Skills

Executive support

Project management

Calendar management

Travel coordination

Communications

Organization

Problem solving

Education

Bachelor's degree

Tools

Excel

PowerPoint

Word

Outlook

SharePoint

Job description

At Adaptive, we’re Powering the Age of Immune Medicine. Our goal is to harness the power of the adaptive immune system to transform the way diseases are diagnosed and treated.

As an Adapter, you’ll have the opportunity to make a difference in people’s lives. With Adaptive, you’ll create a career highlight through collaboration with bright, curious colleagues working at the apex of innovation and application.

It’s time for your next chapter. Discover your story with Adaptive.

Position Overview

The Executive Assistant provides administrative and project support to assigned Executive(s) or senior leaders with large teams. Collects and prepares information for discussions/meetings. Makes high-level contacts of a sensitive nature internally and externally. Exercises judgment and anticipates and self-manages the Executive's administrative needs and keeps day-to-day logistics running flawlessly. Demonstrates an understanding of departmental priorities and anticipates needs based on business initiatives. Demonstrates business aptitude and sound judgement and takes appropriate action when direction isn’t available.

Duties And Responsibilities

• Anticipate and self-manage the Executive’s day-to-day administrative needs and keeps details running flawlessly
• Manages or tracks department budget spending, expenses, headcount, assets, and space planning
• Facilitate effective communications (draft internal communications and announcements, edit documents for accuracy and clarity, create or edit presentations, send internal email communications)
• Responsible for flawless execution of company-wide, site and team events independently or in collaboration with other Departments, Group Admins and Exec Assistants
• Support onboarding of new hires to include ordering equipment/supplies, ensuring set-up of workspace, and providing training on administrative processes
• Demonstrate an understanding of departmental priorities and cadence and anticipate needs based on current business initiatives
• Demonstrates sound judgement to take effective action when direction isn’t available
• Relies on exceptional organizational skills, attention to detail, and the ability to comfortably juggle priorities and changing direction to identify opportunities to reduce Executive’s administrative tasks
• Maintains calendars, establishes appointments, agendas, and meeting logistics; creates presentations and other meeting documents; follows up on meeting deliverables as appropriate
• Independently manages projects big and small through to completion. Expertly navigate across the organization to align resources as needed
• Coordinate team event logistics including scheduling and calendaring, and day-of logistics such as meeting room reservations and setup, AV/Teleconferencing equipment, and catering. Anticipates meeting details such as agenda creation and document preparation
• Coordinate domestic and international travel arrangements (flights, cars, hotel, etc.) with keen attention to the details big and small. Records and reconciles expenses and submit for payment on a timely basis
• Performs work of a confidential and proprietary nature exercising discretion, professionalism, and confidentiality
• May review and approve invoices and account reconciliation
• Assist with other projects and work as needed and assigned

Qualifications

• BS/BA degree preferred, but not required
• 10+ years of related administrative and executive support experience
• Advanced proficiency in Microsoft Office suite including Excel (pivot tables and lookups), PowerPoint (presentation creation), Word (table creation, complex documents), Outlook (complex internal and external calendaring), and SharePoint
• Experienced independently developing action plans and processes
• Highly organized with the ability to problem-solve independently
• Strong project management skills and the ability to navigate across the organization to align resources
• Extensive experience handling domestic/international travel arrangements
• Demonstrated ability to work independently and effectively with strong organizational skills, accuracy, and attention to detail
• Highly effective verbal, written, and interpersonal communication skills to handle various interactions including sensitive and confidential situations
• Discretion in handling confidential information, and professionalism in dealing with professionals inside and outside the company
• Ability to manage multiple tasks and balance competing short and longer-term priorities

Working Conditions

• Ability to work flexible hours (early a.m., occasional weekend hours, etc.)

Compensation

Salary Range: $90,000 - $135,000

Possible "other Compensation" Elements To Include

• equity grant
• bonus eligible

ALERT: Malicious groups posing as Adaptive employees have recently used fraudulent email aliases to extend employment offers, provide fake documents, and request sensitive personal and financial information. Legitimate Adaptive employment opportunities are initiated through our careers page and extended after multiple interviews with verified employees. Adaptive does not ask new hires to purchase anything out-of-pocket, including home office supplies and equipment.

Interested in this position, but don’t meet all the requirements? Adaptive is committed to building diverse, equitable, and inclusive teams across our organization. Please consider applying even if your experience doesn’t match all the qualifications; you may be the exact candidate we’re searching for!

Adaptive is not currently sponsoring candidates requiring work authorization support for this position.

Adaptive’s posted compensation information includes a base salary (or hourly rate) range and summary of other available total compensation. The base salary range represents a minimum-to-maximum salary (or hourly rate) available to candidates upon extension of offer. Base salary is thoughtfully considered upon offer and is determined through multiple evaluation checks throughout the interview process, including: a candidate’s ability to meet minimum qualifications (skills/experience/education), a candidate’s ability to thoughtfully address preferred qualifications, current market conditions, and internal pay equity. Listed base salary is exclusive of bonus, commission, equity, differential pay, benefits, and other incentives.

Adaptive's benefits at-a-glance.

Adaptive Biotechnologies is an Aff…? 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 based on disability. Please refer the "Know Your Rights: Workplace Discrimination is Illegal" Poster for more information. If you'd like to view a copy of the company's affirmative action plan or policy statement, please email [e-mail].

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NOTE TO EMPLOYMENT AGENCIES

Adaptive Biotechnologies values our relationships with our Recruitment Partners and will only accept resumes from those partners who have active agreements with Adaptive. Adaptive Biotechnologies is not responsible for any fees related to resumes that are unsolicited or are received by any employee of Adaptive Biotechnologies who is not a member of the Human Resources team.