Foster City

POSITION SUMMARY

Oversee and lead all aspects of administrative services/operations for the corporate headquarters which includes executive support, office management and some facilities activities. The ideal candidate will have a high attention to detail as well as the ability to multi-task and juggle priorities while maintaining confidentiality of work materials.

JOB FUNCTIONS/RESPONSIBILITIES

• Provide administrative support to CEO, CFO and others as needed
• Coordination of all Board and Committee meetings, utilizing Boardvantage to distribute materials.
• Responsible for calendaring companywide events.
• Coordinate travel arrangements for HCP’s and others as requested.
• Organize and manage extensive internal, external and offsite meetings for the executive team and various departments.
• Serve as the first point of contact for business inquiries.
• Manage Receptionist who is responsible for greeting people, checking in guests, keeping common areas tidy, and supports company events.
• Manage Office Assistant giving direction as needed.
• Send welcome e-mail to new hires with information on company meetings, ordering business cards, Staples account and travel agency employee set up.
• Order office supplies, business cards, manage Staples employee account.
• Support all staff members as needed.
• Coordinate signature/notary/apostille for legal agreements and distribute.
• Manage multiple office vendors including weekly lunch deliveries and snack services.
• Serve as the point of contact for external vendors, service providers, and facility maintenance teams.
• Help plan and coordinate business events and functions as well as internal social events and holidays.
• Ensure compliance with internal policies and guidelines.
• Work closely with architect, builder, property manager and other vendors to optimize floorplan and plan for expansion.

QUALIFICATIONS

Education/Experience:

• Bachelor’s degree preferred.
• 10+ years of Executive Assistant and Office Management experience, preferably within a fast-paced growing environment.
• Biotech experience, a plus

Knowledge, Skills and Abilities:

• Advanced proficiency in Microsoft Office (Word, PowerPoint, Outlook, and Excel) and Google Suite.
• Strong organizational skills and keen attention to detail.
• Excellent verbal and written communication skills with the ability to interact at all levels.
• Ability to handle sensitive and confidential information with discretion.
• Independent problem-solver with strong prioritization and time-management skills.
• Ability to adapt to change and manage multiple projects simultaneously.
• Prior experience with event coordination and office operations preferred.
• Previous experience overseeing the front desk.

The salary range for this position is $136,000 to $158,000 USD. Compensation will be determined based on several factors including, but not limited to; skill set, years of experience, and the employee’s geographic location. Please note that the required compensation details listed in US role postings reflect the base salary only, and do not include bonus, equity, or benefits unless otherwise provided.

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