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Administrative Assistant

San Rafael, CA 94901

Posted: 01/29/2024 Employment Type: Contract Industry: Administration Job Number: 11519 Pay Rate: $36.00 - $39.00 Remote Friendly:

Job Description

Our client focuses on developing first-in-class and best-in-class therapeutics that provide meaningful advances to patients who live with serious or life-threatening rare genetic diseases.

Duties:
  • Calendar management for various Directors and Executive Directors - Scheduling meetings/rooms for meetings with multiple stakeholders across functions. Resolving calendar conflicts.
  • Coordinating logistics for team staff meetings: Preparing the agenda by working with the Director to determine topics, communicating with presenters to confirm/remind them of their presentations. Sending out agenda to meeting participants. Minute taken might be needed on an ad hoc basis.
  • Helping with coordination of logistics for Research Department Seminars - (food orders/location prep).
  • Coordination of catering on-site and offsite plus event planning of various company events (lunch meetings, holiday, offsites, team building, review meetings, HR talent meetings).
  • Coordinating the logistics for Science Seminars for visiting scientists - Assistance with booking travel/hotel, creating agenda, scheduling various roundtable meetings, securing conference rooms, ordering lunch.
  • Coordinating domestic and international travel for Directors and above. Concur travel and expense experience is preferred this will entail preparing expense reports and travel planning.
  • Coordinating, compiling, and editing various material upon request.
  • Resolving IT issues and ordering equipment upon request.
  • Maintaining distribution groups for Research and RED.
  • Working with Sr. Executive Coordinator to Head of Research to provide backup and support for internal and external activities.
  • Shared responsibility for content and maintenance of the Research SharePoint (Bioweb) Site.
  • Onboarding help with new hires; off-boarding. Meet and greet and tour of campus.
  • Assisting with miscellaneous administrative requests from team-members.
  • Onboarding help with new hires; off-boarding. For onboarding: meet and greet and provide campus tour; coordinate seat assignments and new hire welcome packages and logistics.

Job Requirements

Skills:
  • A proven ability to perform at an Administrative Assistant /Executive Coordinator level.
  • Quick learner and self-starter capabilities -- able to work proactively and independently on tasks.
  • Strong calendaring skills and catering/meeting planner capabilities
  • Strong communication skills on all levels with internal leaders, employees, and outside vendors.
  • Responsiveness to deadlines, strong attention to detail, and able to prioritize multiple tasks.
  • A high level of professionalism with strong influencing skills and ability to anticipate situations or issues that may arise in the near future.
  • Independent judgment and discretion with sensitive/confidential and proprietary information.
  • A can-do attitude, ability to be flexible and adaptable.
  • Ability to receive and act on “ad-hoc” requests.
  • Ability to think creatively and strategically.
  • A team-oriented work style.
  • An openness to periodically responding to requests outside of normal business hours.
Education:
  • Bachelor's Degree preferred.
  • A minimum of 3-5 years of administrative support to Director’s, Senior Director’s and VP’s and office administration.
  • Strong PC computer skills with proficiency in Microsoft Office Suite (Word, Excel, Teams, Outlook, PowerPoint), Concur expense reporting.

Meet Your Recruiter

Lisa Weiss
Senior Recruiter, Account Manager

As a Recruiter at Compass, Lisa has a long history of working with candidates in many different industries. Lisa was drawn to the life science industry because she feels her best work is done when she’s connecting candidates to jobs that make a big impact on the world.

Lisa is passionate about her candidates and feels most rewarded when she helps them land their dream job. She will walk you through the opportunities and guide you so that you can share your best self to the employer.

When Lisa isn’t working, she enjoys fitness, travel, and spending time with her husband and two children.  And yes, if her voice sounds familiar to you it’s because she’s a famous voice over star.

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About San Rafael, CA

Ready to take the next step in your career? Explore our job opportunities in the vibrant San Rafael, California area! Nestled in Marin County, San Rafael offers a perfect blend of picturesque landscapes, cultural attractions such as the Marin Veterans' Memorial Auditorium and the Marin History Museum, and a thriving culinary scene with diverse eateries like Sol Food and Terrapin Crossroads. This charming city also boasts easy access to outdoor adventures at China Camp State Park and opportunities to appreciate local art at the Falkirk Cultural Center. Join us in San Rafael, where career growth meets undeniable charm – apply now and discover your next career move in this dynamic region!