Senior Administrative Assistant II, US Commercial

Bayside Solutions; California; On-site; USD 62,000 - 76,000; Full time

Job summary

Bayside Solutions, Inc. in Redwood City, CA is seeking a Sr Administrative Assistant to support the Commercialization organization and leadership. The role coordinates meetings, travel, onboarding, and contract-related tasks, working across global time zones onsite.

Requires 10+ years of executive support, superb organizational skills, and proficiency with MS Word, Excel, PowerPoint, and Outlook. Onsite role with a competitive pay rate.

Qualifications

• 10+ years of executive administrative support experience.
• Ability to handle highly sensitive information with discretion.
• Strong organizational and time-management skills; detail-oriented.

Responsibilities

• Coordinate internal/external meetings and teleconferences with logistics, room reservations, catering, and AV.
• Support both in-office and remote field teams across regions/time zones.
• Plan and arrange travel, visas, bookings for senior leadership; may require after-hours support.
• Consolidate and format PowerPoint slides as requested.
• Recruitment/onboarding support, interview scheduling, and first-day planning with HR.
• Support commercial/master service agreements with legal/procurement; ensure timely execution.
• Coordinate complex expense reports and reconciliation for senior leadership.

Skills

Executive support

Meeting coordination

Travel planning

Calendar management

Communication skills

Time management

Confidentiality handling

Vendor coordination

MS Word

Excel

PowerPoint

Outlook

Smartsheet

Microsoft Teams

Newsletters

Tools

MS Word

Excel

PowerPoint

Outlook

Smartsheet

Microsoft Teams

Newsletters

Applicant tracking systems

Job description

W2 Contract

Pay Rate: $45 - $55 per hour

Location: Redwood City, CA - Onsite Role

Job Summary:

The Sr Administrative Assistant role is essential to the execution and achievement of goals and objectives of the Commercialization organization, providing administrative support for the function, the leadership, and team members.

Duties and Responsibilities:

• Coordinates internal and external meetings/teleconferences along with corresponding logistics, room reservations, catering, audio-visual equipment set-up, and other support needs.
• Provides and balances administrative support across both in-office and remote field team members and can coordinate with teams across different regions and global time zones.
• Interacts with key business partners and potentially external vendors in planning meetings and coordinating all logistics in partnership with functional leaders.
• Plans and coordinates necessary off-site meetings and/or conference attendance, including conference registration, hotel stays, meeting arrangements, catering, AV equipment, and other related requests to ensure successful meetings.
• Plans and coordinates complex domestic and international travel details, including flights, VISA applications, travel documents, car transports, hotel bookings, restaurant reservations, and other travel-related needs for senior leadership; this may require evening or weekend support, depending on the travel requirements.
• Provides consolidation, formatting, and/or organization of PowerPoint presentation slides as requested.
• Handle recruitment and onboarding activities, including all full-time, temporary, and consulting candidate interview scheduling for the functions supported, as well as coordinating the 1st day of new hire planning w/HR and hiring manager.
• Provide administrative support to the commercial team for consulting and/or master service agreements in partnership with legal and/or procurement to ensure they are executed in a timely and proper manner within approval limits.
• Coordinates complex expense report processing and reconciliation of receipts and credit card statements for the senior leadership as needed.
• Partners across Commercialization (Commercial and Medical Affairs) Operations and Admin team members to plan agendas and execute cross-functional meetings and events (i.e., launch planning, support speaker series, lunch and learns, etc.).

Requirements and Qualifications:

• 10+ years of support at the executive level.
• Ability to recognize and appropriately handle highly sensitive and confidential material and information.
• Strong organizational, project, and time management skills; detail-oriented.
• Ability to prioritize/multi-task projects and demands effectively.
• Willingness to support us to succeed by thinking outside of the box and the job description.
• Professional demeanor and team player while maintaining a positive, team-focused attitude.
• Proactive and excellent self-initiative.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Biotechnology experience is highly preferred.
• Proficient with MS Word, Excel, PowerPoint, and Outlook calendar. Experience with applicant tracking systems is highly preferred.
• Experience with project management tools (i.e., Smartsheet) and communications platforms (i.e., Teams portal development, newsletters) is a plus.

Desired Skills and Experience

10+ years of executive administrative support, commercial and medical affairs team support, meeting and teleconference coordination, event and conference planning, catering and AV logistics, global time zone coordination, complex domestic and international travel planning, visa and travel documentation, PowerPoint formatting, interview scheduling, onboarding coordination, consulting and master service agreement administration, legal and procurement coordination, expense reporting and reconciliation, vendor coordination, confidential information handling, project and time management, prioritization and multitasking, attention to detail, proactive problem-solving, teamwork, written and verbal communication, Microsoft Word and Excel, PowerPoint and Outlook calendar, applicant tracking systems, Smartsheet, Microsoft Teams portal development, newsletters, biotechnology experience preferred

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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