Administrative Associate I

South San Francisco, CA 94080

Posted: 01/17/2019 Employment Type: Contract Industry: Administration Job Number: 5427

Our client is a leading biotechnology company that discovers, develops, manufactures and commercializes medicines to treat patients with serious or life-threatening medical conditions. They are among the world' s leading biotech companies, with multiple products on the market and a promising development pipeline.

 

Responsibilities:
  • Own the coordination, scheduling and execution of the entire department' s travel needs both domestic & international (individual and groups of 40+) including conference registration, ground transportation and hotel accommodations
  • Work with Scientists to identify their travel needs and ensure satisfaction
  • Coordinate and monitor event timelines and ensure deadlines are met
  • Create invitee list, send invitations and manage RSVP list
  • Manager department' s catering needs
  • Manage mail and responses to correspondence as instructed, ability to gather any additional information needed to respond
  • Order and maintain inventory of department supplies required
  • Prepare invoices, purchases orders and expense reports
  • Provide accurate and effective administrative support to
  • Managers, and coordinate administrative duties with other Administrative Associates to provide seamless support for the group
  • Identify and anticipate needs of the group and plan work activities accordingly
  • Manage multiple schedules with heavy calendaring of complex meetings
  • Arrange, coordinate and support meetings, events, and activities both on and off-site
  • Generate, disseminate and maintain documents and information
  • Develop, implement and evaluate department work processes and procedures. Manage deadlines related to business planning as well as other special projects
  • Collaborate with Admin team to support complex projects and deadlines

 

Requirements:

  • Creative, proactive, self-motivated, flexible, team-oriented, able to manage conflicting and changing priorities and perform in a collaborative team environment with minimal supervision
  • Excellent time management and communication skills
  • Ability to manage multiple projects independently
  • MS Office proficiency
  • Google applications proficiency
  • Problem-solving skills: being able to quickly solve the issue is required
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