Executive Assistant II

Exelixis, Inc.; Alameda, Northern (CA, KY); Hybrid; USD 98,000 - 140,000; Full time

Benefits offered by this job

401k plan

Medical, Dental, Vision

Life Insurance

Disability Insurance

Flexible Spending Accounts

Annual Bonus

Stock Purchase Plan

Paid Holidays

Job summary

Exelixis, Inc. in Alameda, CA seeks an experienced Executive Administrative Specialist to provide expert support to senior leaders, manage calendars, arrange travel, and handle confidential correspondence.

You will partner with the Manager of Executive Administration, coordinate conference logistics, prepare reports, and help streamline processes. Strong typing, MS Office, and ability to work in fast-paced environment are essential.

Qualifications

• Bachelor's degree or higher with 3+ years related experience.
• Equivalent combination of education and experience.

Responsibilities

• Provide expert administrative support for executives and team.
• Maintain calendars, schedule appointments and coordinate travel.
• Prepare reimbursement and expense reports; handle confidential correspondence.
• Draft letters and reports; route information and assist with process improvements.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

Communication

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Internet

Job description

Essential Duties And Responsibilities:

• Provides expert administrative support in a variety of complex, confidential, and critical administrative and organizational tasks.
• Works in partnership with the Manager of Executive Administration and the Executive Administration team to ensure that the Executives are all aligned in accordance with corporate goals, culture and values.
• Maintains calendars, scheduling appointments, making travel arrangements; preparing reimbursement and expense reports; handling business transactions of a highly confidential and critical manner.
• Conserves executive's time by reading, researching, and routing complex and/or confidential correspondence; drafting letters, documents, and reports using word processing and spreadsheet software; collecting and analyzing information; initiating telecommunications.
• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals.
• Partners with individuals within Commercial to ensure high-level administrative needs are met.
• Manages conference logistics including but not limited to venue/space selection, technical requirements, hotel blocks, registration, meeting rooms, and other elements as necessary.
• Acts as an information source on administrative and company policies, procedures, or controls; evaluates current operations to identify and implement process improvements.
• Effectively and courteously screens and/or selectively refers callers and takes messages as needed; handles complex and sensitive inquiries/calls from external/internal sources.
• Support distributing templated executive emails to internal distribution lists.
• Support vendor purchase order and invoice processing with AP/Purchasing.
• Maintains filing systems, copies and faxes.
• Coordinates special events and office functions.
• May compile statistical data.
• Complies with all company health & safety policies and procedures.

Supervisory Responsibilities:

• None

EDUCATION/EXPERIENCE/KNOWLEDGE & SKILLS:

Education/Experience:

• Bachelor's degree (B.A/B.S.) from four-year college or university and a minimum of 3 years related experience; or,
• Equivalent combination of education and experience.

Experience/The Ideal for Successful Entry into Job:

• A minimum of 7 years prior clerical and administrative experience including handling logistics, typing, editing, distributing information, filing, telephone, etc.
• High level experience supporting executives in a fast-paced environment.
• Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in work flow along with the ability to work quickly, efficiently, and cope with high-volume of work.
• Exhibits professionalism and composure in stressful situations and in meeting short deadlines.

Knowledge/Skills:

• Expert computer skills including familiarity with Microsoft Word, Microsoft Excel, PowerPoint, Internet, Outlook Express.
• Ability to set up and maintain filing systems and track recurring department information.
• Ability to prioritize and organize complex, confidential, time sensitive tasks and display well-developed project management skills.
• Ability to demonstrate superior judgment and common sense in making critical decisions.
• Ability to meet unplanned and/or tight deadlines.
• Ability to initiate improvements and consistently drive optimal service.
• Ability to accurately type 85+ words per minute.
• Maintains a record of exceptional accomplishments and consistently demonstrates leadership on assignments and among their peers.
• Routinely anticipates and takes initiative to solve problems.
• Demonstrates clear evidence of successful and creative efforts contributing to projects, problem-solving, efficiency and productivity and advises others on effective tactics.
• In-depth knowledge of company operations, policies and procedures with the ability to act as information source.
• Expert, up-to-date knowledge of relevant desktop systems and software and ability to apply them to maximize department effectiveness and problem solving.
• Complete understanding and wide application of technical principles, theories and concepts in field of specialty as well as general understanding and knowledge in other related disciplines.
• Ability to independently draft very complex communications effectively.
• Ability to communicate effectively in person, by phone and by email with visitors and all employee levels.
• Excellent written and verbal communication skills.

JOB COMPLEXITY:

• Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. May also work on complex issues where analysis of situations or data requires an in-depth evaluation of variable factors.
• Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results.
• Networks with key contacts outside own area of expertise.

SUMMARY/JOB PURPOSE:

Responsible for the overall administrative functions within the Business Unit. Ensures that the day-to-day administrative operations run smoothly.

Essential Duties And Responsibilities:

• Provides expert administrative support in a variety of complex, confidential, and critical administrative and organizational tasks.
• Works in partnership with the Manager of Executive Administration and the Executive Administration team to ensure that the Executives are all aligned in accordance with corporate goals, culture and values.
• Maintains calendars, scheduling appointments, making travel arrangements; preparing reimbursement and expense reports; handling business transactions of a highly confidential and critical manner.
• Conserves executive's time by reading, researching, and routing complex and/or confidential correspondence; drafting letters, documents, and reports using word processing and spreadsheet software; collecting and analyzing information; initiating telecommunications.
• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals.
• Partners with individuals within Commercial to ensure high-level administrative needs are met.
• Manages conference logistics including but not limited to venue/space selection, technical requirements, hotel blocks, registration, meeting rooms, and other elements as necessary.
• Acts as an information source on administrative and company policies, procedures, or controls; evaluates current operations to identify and implement process improvements.
• Effectively and courteously screens and/or selectively refers callers and takes messages as needed; handles complex and sensitive inquiries/calls from external/internal sources.
• Support distributing templated executive emails to internal distribution lists.
• Support vendor purchase order and invoice processing with AP/Purchasing.
• Maintains filing systems, copies and faxes.
• Coordinates special events and office functions.
• May compile statistical data.
• Complies with all company health & safety policies and procedures.

Supervisory Responsibilities:

• None

EDUCATION/EXPERIENCE/KNOWLEDGE & SKILLS:

Education/Experience:

• Bachelor's degree (B.A/B.S.) from four-year college or university and a minimum of 3 years related experience; or,
• Equivalent combination of education and experience.

Experience/The Ideal for Successful Entry into Job:

• A minimum of 7 years prior clerical and administrative experience including handling logistics, typing, editing, distributing information, filing, telephone, etc.
• High level experience supporting executives in a fast-paced environment.
• Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in work flow along with the ability to work quickly, efficiently, and cope with high-volume of work.
• Exhibits professionalism and composure in stressful situations and in meeting short deadlines.

Knowledge/Skills:

• Expert computer skills including familiarity with Microsoft Word, Microsoft Excel, PowerPoint, Internet, Outlook Express.
• Ability to set up and maintain filing systems and track recurring department information.
• Ability to prioritize and organize complex, confidential, time sensitive tasks and display well-developed project management skills.
• Ability to demonstrate superior judgment and common sense in making critical decisions.
• Ability to meet unplanned and/or tight deadlines.
• Ability to initiate improvements and consistently drive optimal service.
• Ability to accurately type 85+ words per minute.
• Maintains a record of exceptional accomplishments and consistently demonstrates leadership on assignments and among their peers.
• Routinely anticipates and takes initiative to solve problems.
• Demonstrates clear evidence of successful and creative efforts contributing to projects, problem-solving, efficiency and productivity and advises others on effective tactics.
• In-depth knowledge of company operations, policies and procedures with the ability to act as information source.
• Expert, up-to-date knowledge of relevant desktop systems and software and ability to apply them to maximize department effectiveness and problem solving.
• Complete understanding and wide application of technical principles, theories and concepts in field of specialty as well as general understanding and knowledge in other related disciplines.
• Ability to independently draft very complex communications effectively.
• Ability to communicate effectively in person, by phone and by email with visitors and all employee levels.
• Excellent written and verbal communication skills.

JOB COMPLEXITY:

• Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. May also work on complex issues where analysis of situations or data requires an in-depth evaluation of variable factors.
• Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results.
• Networks with key contacts outside own area of expertise.

Our compensation reflects the cost of labor across severalU.S. geographic markets, and we pay differently based on those defined markets. The base pay range for this positionis $98,000 - $140,000 annually. The base pay range may take into account the candidate’s geographic region, which will adjust the pay depending on the specific work location. The base pay offered will take into account the candidate’s geographic region, job-related knowledge, skills, experience and internal equity, among other factors.In addition to the base salary, as part of our Total Rewards program, Exelixis offers comprehensive employee benefits package, including a 401k plan with generous company contributions, group medical, dental and vision coverage, life and disability insurance, and flexible spending accounts. Employees are also eligible for a discretionary annual bonus program, or if field sales staff, a sales-based incentive plan. Exelixis also offers employees the opportunity to purchase company stock, and receive long-term incentives, 15 accrued vacation days in their first year, 17 paid holidays including a company-wide winter shutdown in December, and up to 10 sick days throughout the calendar year.

If you have a disability and need an accommodation in relation to the recruiting process, please email us at: [e-mail] .

WORKING CONDITIONS:

Our office is a modern space that fosters collaboration and creativity. Teams work closely together, sharing ideas and solutions in a supportive atmosphere. We provide all necessary equipment, including dual monitors and ergonomic chairs, to ensure a comfortable workspace.

DISCLAIMER:

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.