Remote Executive Assistant - WFH to Chief People and Legal Officers

Job Overview

We are seeking a highly skilled Executive Administrative Assistant to support our Chief People Officer (CPO) and Chief Legal Officer (CLO) in a remote capacity. This pivotal role is integral to the seamless operation of their executive offices and will encompass additional administrative support for our HR and Legal teams as required.

Key Responsibilities

• Efficiently manage the calendars of the CPO and CLO, ensuring optimal scheduling for internal and external meetings while preparing necessary materials timely.
• Coordinate both domestic and international travel arrangements, ensuring all projects remain on schedule.
• Assist in expense reporting and account reconciliation to maintain accurate financial records.
• Contribute to the organization and execution of special events and projects that enhance team collaboration.
• Supervise operations at the South San Francisco office to promote a productive workplace environment.
• Build and maintain strong relationships with executives and staff, demonstrating discretion and sound judgment in handling confidential information.
• Engage in leadership team meetings by developing agendas, compiling presentations, and monitoring action items.
• Foster collaboration among stakeholders by enhancing communication and alignment across teams.
• Create and format essential documents, presentations, and templates as needed.
• Provide comprehensive operational support which includes vendor onboarding, invoice processing, supply ordering, and facilities assistance.
  
  

Required Skills

• A minimum of 5 years of experience supporting executives in a dynamic, fast-paced environment; experience within a biotech organization is advantageous.
• Strong integrity and discretion in managing sensitive information.
• Proven leadership capabilities with the aptitude to mentor and motivate team members.
• Self-driven individual who thrives amidst change and can pivot seamlessly between tasks.
• Proactive in anticipating and accommodating unforeseen needs.
• Resilient in navigating challenges to drive projects to completion.
• Excellent time management skills with effective prioritization abilities.
• Exceptional verbal and written communication skills for interfacing with all organizational levels.
• Keen attention to detail and a commitment to delivering high-quality outcomes.
• A positive cultural ambassador who brings enthusiasm and care into the workplace.
• Strong proficiency in Microsoft Office (Advanced Word, Excel, PowerPoint, Teams) and adept management of Outlook calendars.
• Familiar with technology and capable of producing high-level presentations and managing database applications.
  
  

Qualifications

• 5+ years of relevant experience in a similar role.
• High level of integrity and discretion in managing confidential information.
• A self-starter who excels in dynamic environments.
• Strong attention to detail and a commitment to quality work.
• A positive contributor to workplace culture, fostering enthusiasm and collaboration.
  
  

Career Growth Opportunities

This position presents an exceptional chance for professional development by working closely with senior leadership and gaining valuable insights into organizational operations, legal matters, and human resources management.

Employment Type: Full-Time