Senior Administrative Assistant II

Exelixis Inc; Alameda (CA); On-site; USD 101,000 - 128,000; Full time

Benefits offered by this job

401k with company contributions

Medical/dental/vision insurance

Life and disability insurance

Flexible spending accounts

Discretionary annual bonus

Job summary

Exelixis Inc in Alameda, CA seeks an experienced administrative assistant to support a Business Unit with confidential tasks and high-level coordination. The role includes calendar management for team members, planning meetings, and handling complex correspondence using Word, Excel and PowerPoint.

You will coordinate travel through the company agency, assist with reimbursements, track invoices and contracts, and help plan events.

Qualifications

• Education/Experience: HS diploma + 5 years related experience, or AA with 3 years, or BA with 1 year.
• Pharma/biotech familiarity preferred and prior admin experience in calendar management, travel, expense reporting.
• Advanced computer skills with Outlook, Word, Excel, PowerPoint; strong organizational skills.

Responsibilities

• Manage calendars, schedule meetings, coordinate visitor visits.
• Prepare confidential correspondence and reports.
• Coordinate travel through company agency, book air/hotel, create itineraries.
• Process reimbursements and expense reports.
• Track contracts, purchase requisitions, and invoices.
• Order office supplies and manage mail/packages.
• Field phones and emails; maintain office communications.
• Provide presentation support and assist with special projects.
• Ensure adherence to departmental policies and safety procedures.

Skills

Calendar management

Outlook proficiency

Microsoft Word

Microsoft Excel

PowerPoint

Travel coordination

Expense reporting

Communication

Project coordination

Education

High School Diploma or GED

Associate’s degree

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

SUMMARY/JOB PURPOSE: This position provides assistance with a variety of complex administrative and organizational tasks, which may be of a confidential nature, in support of a Business Unit.

Essential Duties And Responsibilities: Manages Outlook calendars for assigned team members, schedules internal and external meetings, coordinates visits by outside guests, Produces and edits complex and/or confidential correspondence, documents and reports using word processing, PowerPoint, and spreadsheet software, Coordinates travel for assigned team members with company travel agency, manage air and hotel reservations, create itineraries, Provides support for reimbursement requests and expense reports, Tracks contracts, purchase requisitions and invoices, Orders office supplies and handles incoming and outgoing packages and mail, Manages office communications—fields and routes organizational phone calls, emails, and traditional mail, Maintains office services, including IT resources and facilities (includes fielding technical questions and submitting service requests), May provide presentation support and perform special projects as requested, Answers questions regarding departmental policies and procedures, Collaborates across departments to help plan events and further company initiatives, Provides as-needed back-up support for other administrators, Represents Exelixis’ interests in relationships with external associates including vendors, consultants, and clients, Complies with all company health & safety policies and procedures.

Supervisory Responsibilities: No supervisory responsibilities.

EDUCATION/EXPERIENCE/KNOWLEDGE & SKILLS: Education/Experience: High School Diploma or General Education Degree (GED) and a minimum of five years of related experience; or, Associate's degree (A.A.) or equivalent from two-year college or technical school and a minimum of three years of related experience; or, Bachelor’s degree (B.A./B.S.) from four-year college or university and a minimum one year of related experience; or, Equivalent combination of education and experience. Experience/The Ideal for Successful Entry into Job: Experience within the pharmaceutical and biotech industries; Prior computer and administrative experience including calendar management, travel arranging, expense reporting, handling logistics, typing, editing, customer service. Knowledge/Skills: Advanced computer skills including advanced knowledge of Microsoft Outlook, Microsoft Word, Microsoft Excel, PowerPoint, adept at Internet research. Ability to prioritize and organize complex, confidential, time sensitive tasks and display exceptional project management skills. Ability to demonstrate independent judgment, initiative, and common sense in problem-solving and making recommendations. Ability to communicate effectively with all employee levels in person, by phone and by email. Demonstrates tact, diplomacy, respect, and confidentiality, is approachable and interacts professionally; builds business relationships based on mutual respect. Builds cooperative, team relations with a wide variety of coworkers throughout the organization and with some individuals outside the organization. Consistently demonstrates leadership on assignments and among peers and is routinely sought out for critical assignments. Works efficiently, responds promptly Responds well to changing demands and frustrating situations by maintaining flexibility and professionalism. Routinely anticipates and takes initiative to solve problems, recommends and implements process/project improvements. Produces error-free work routinely, contributes to efficiency and productivity of department by support provided and suggestions given. In-depth understanding of job-related practices and department procedures and processes; ability to act as information resource on departmental operations and policies. Advanced, up-to-date knowledge of relevant desktop systems and software and ability to apply them to maximize department effectiveness and problem solving.

JOB COMPLEXITY: Working Conditions: Environment: primarily working indoors, performing administrative/computer work. Travel not required. #LI-MB1 Location: Alameda, CA. Range for this position: $101,000 - $128,000. The base pay offered will take into account 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. Every Exelixis employee is united in an ambitious cause: to launch innovative medicines that give patients and their families hope for the future. In this pursuit, we know our employees are our most valuable asset. After operating in the challenging biotech sector for 25 years, we have a proven track record of resiliency in the face of adversity. The success of our lead product has provided a solid commercial foundation allowing us to reinvigorate our research efforts, and grow our team in areas such as Drug Discovery, Clinical Development and Commercial. As we expand our global partnerships and further reinvest in R&D to help us discover the next breakthrough for difficult-to-treat cancers, we’re seeking to add talented, dedicated employees to power our mission. Cancer is our cause. Make it yours, too.