Office Assistant

Interplace, Inc.; Palo Alto (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading biotechnology company is seeking an experienced office assistant to support various administrative functions. The ideal candidate should be well-organized, skilled in communication, and capable of managing multiple tasks in a fast-paced environment. Responsibilities include managing calendars, maintaining office supplies, and acting as the main contact for service contractors. Fluency in Japanese and English is required, along with proficiency in MS Office tools.

Qualifications

• Minimum three years of administrative support.
• Fluent in Japanese and English.
• Must possess exceptional skills in diplomacy and integrity.

Responsibilities

• Maintain the President’s calendar and make travel arrangements.
• Handle customer service calls and perform general administrative duties.
• Keep billing, shipping and receiving logs up to date.

Skills

Organization

Communication

Time Management

Diplomacy

Education

Bachelor’s degree

Tools

MS Word

Excel

PowerPoint

Job description

seeking an experienced office assistant to join our biotechnology company. This individual will support the company by organizing and maintaining the office, as well as managing services such as, but not limited to, accounting and human resources provided by our parent organization.

Candidate must be well organized and have excellent written and verbal communication skills. We’re looking for an energetic professional who doesn’t mind wearing multiple hats.

Principal Responsibilities

· Maintain the President’s calendar

· Make travel arrangements for the President

· Maintain office, lab and kitchenette supplies

· Greets visitors, maintains visitors log for the office, handles incoming calls including customer service calls and performs general administrative duties

· Keep billing, shipping and receiving logs up to date

· Maintain the company website and intranet

· Serve as the main contact for building management and service contractors

· Coordinate with Shared Services Departments at our parent organization to ensure compliance with established policies and timely processing of invoices

· Handle order processing and shipping of XylPhi-PDTM

· Provide general support to the office staff as necessary including, but not limited to, gathering necessary data for reports and projects, creating presentation materials, translating documents and keeping records of inventory and sales of XylPhi-PDTM

Qualifications

· A bachelor’s degree or equivalent combination of education, training and experience

· Minimum three years of administrative support and five or more years of corporate business experience

· Proven ability to consistently and positively contribute to the team in a fast-paced work environment and to prioritize competing tasks under time pressure

· Fluent in Japanese and English

· MS Word, Excel & PowerPoint proficiency using English and Japanese version

· Excellent communication skills, verbal and written

· Must possess exceptional skills in diplomacy, integrity and judgment and must be able to maintain confidentiality of sensitive information