Administrative Assistant

About the job

Job Title: Administrative Assistant

Location: San Francisco CA 94080

Pay: $39/hr. On W2

Duration: 6 Months with possible ext. Or FTE

DESCRIPTION:

We are seeking an exceptionally organized, motivated, and professional person who enjoys working in a fast-paced environment to provide coordination of meetings, support departmental operations and communications and to plan and manage on-site and off-site events. The candidate will have primary responsibility for members of the Immunology Discovery group and will work with other Administrative Associates within closely-related functions.

The successful candidate will be adept at problem solving and support Executive Director and staff in a proactive manner. They will have excellent interpersonal and communication skills and experience in multi-tasking, prioritization, organization, problem-solving, and working independently. The candidate will display judgment and discretion regarding sensitive/confidential and proprietary information and be comfortable learning new technologies or software applications to manage staff needs. The candidate will contribute to organizational and corporate goals to ensure the smooth daily operation of the department.

RESPONSIBILITIES:

• Calendaring: Ability to manage complex scheduling, in multiple time zones, various levels of internal and external stakeholder management, often with a high level of confidentiality required. Capable of managing and supporting larger internal meetings with sophisticated webcasting and technology.
• Guest Speaker and Interview Scheduling: Coordinate and arrange visits from guest research speakers/consultants/interviewees including creating a schedule, making travel arrangements, and processing expenses. Partner with Senior Staff to coordinate the overall guest speaker program.
• Recruitment and Candidates: Support Hiring Managers with recruitment of new headcount including organizing interviews. Ability to collect recommendation and evaluation materials and prepare packages for approval committees a plus.
• Meeting Planning (on campus and off site): Coordinate and schedule for recurring department meeting series, onsite and offsite meetings, team meetings, and other high-level meetings or events.
• Contracts/Purchase Orders: Support external vendor contracting, purchase order set up, and review and processing of invoices.
• Expense Reporting and Purchasing: Support the compiling, completing, and processing of expense reports. Manage company purchasing credit card for the department and reconcile purchases in a timely manner

QUALIFICATIONS:

• High school diploma and 5+ years of related experience required.
• BA/BS degree or equivalent experience or training preferred.
• Demonstrated skills in multitasking, prioritization, organization, problem-solving, and working independently. Excellent judgment and discretion regarding sensitive/confidential and proprietary information.
• Can manage interpersonal interactions at all levels in a tactful and professional manner.
• Solid experience working across various functions and with external parties as well as manage complex or sensitive information.