Office Manager / Executive Assistant

TargetCW Sandbox; Mountain View (CA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

TargetCW Sandbox in Mountain View is looking for an Administrative Support professional. The role involves managing documents, providing staff support, and assisting the executive team with various administrative tasks.

The ideal candidate will have at least 5 years of experience in a biotech or high-tech company, supporting executives such as CEO and CFO, and must possess strong MS Suite skills. A BS degree or equivalent is preferred, and the position comes with full-time benefits.

Qualifications

• At least 5 years of administrative experience in biotech or high-tech company.
• 4 years of experience supporting multiple executives, including CEO, CFO.
• Ability to handle confidential and sensitive information.

Responsibilities

• Document management including CDA's and filing patents.
• Support staff with lunches and office supplies.
• Administrative tasks such as dinner/hotel reservations.

Skills

Strong word processing skills

Calendaring systems

Spreadsheets and databases

Ability to multi-task

Written and verbal communication

Attention to detail

Education

BS degree or equivalent

Tools

MS Suite (Word, Excel, PowerPoint)

Job description

Our client is a leading venture backed pharmaceutical company focused on the research, development and commercialization of novel, proprietary products for the acute treatment of central nervous system conditions. Their products are designed to deliver a drug aerosol to the deep lung, providing rapid systemic delivery and therapeutic onset, in a simple, non-invasive manner. This is a great opportunity to get introduced to a growing Bay Area Pharma company and learn new processes.

Job Description

Responsibilities:

Document Management

• Create CDA’s, print, process for signatures, track, distribute, file
• Patents and Trademark filing – electronic and hard copy
• Maintain DOB and DOH files for tracking staff acknowledgements
• Maintain GMP purchasing Log
• Update ORG chart/phone list/ seating chart as needed

Staff Support

• Lunches – order, prep set up, breakdown - Wednesday staff lunches/ guest lunches
• Purchase, organize, set up, clean up for employees’ birthdays
• Office and kitchen supplies – track inventory, order, search, stock, distribute
• Vendor liaison – fruit, mats, lab coats, recycling/ garbage, security, yoga, janitorial, clean room, lunch
• Work closely with the employee activities and community relations committee and handle logistics for all hands‑on meeting and staff events

Administration Support

• Research credits and duplicate shipments, create check requests
• Problem solve facility issues
• Lab supplies – restock supply room
• Support VP of Finance and EA support to all Exec Team Members
• Dinner/ hotel reservations
• Issue temporary key cards to visitors/ staff
• Monitor janitorial staff
• Assist calendaring for ET and HR
• Create fed ex shipments
• Interface with NICE America as needed, monthly rent invoices, facility issues, badge issues

Qualifications

Requirements:

• Strong skills in word processing, calendaring systems, spreadsheets and databases
• Ability to multi-task, work in a fast-paced environment and seek input on prioritization as needed
• Ability to work independently and as a member of the team
• Able to make high level contacts of a sensitive nature inside and outside the company
• Handle highly confidential and sensitive information
• Collaborative and can interface effectively with all levels of internal and external staff
• Intermediate/Advanced MS Suite experience - Word, Excel, and PowerPoint
• Strong written and verbal communication skills including excellent proofreading and editing skills
• Strong attention to detail and confidentiality

Education and Experience:

• At least 5 years administrative experience in biotech or high-tech company with at least 4 years of experience supporting multiple executives, including CEO, CFO, SVP/VP’s
• BS degree or equivalent preferred

Additional Information

Salary & Benefits:

This position offers full‑time benefits, including a comprehensive benefits package. This position provides an opportunity for growth. Salary will be commensurate with education and experience.

TargetCW is an equal opportunity employer. We do not discriminate on the basis of age, ethnicity, gender, nationality, religious belief or sexual orientation. Your information will be kept confidential according to EEO guidelines.

Job Location