Job Description

Senior Administrative / Executive Assistant

W2 Contract

Salary Range: $104,000 - $114,400 per year

Location: Redwood City, CA - Onsite Role

Job Summary:

As a Senior Executive Assistant, you will be an essential organization member, providing high-level administrative support for defined functional groups, their leadership teams, and staff.

Duties and Responsibilities:

• Heavy calendaring using Outlook, including coordinating internal and external meetings and teleconferences along with corresponding logistics, room reservations, catering, audio-visual equipment set-up, and other support needs.
• Work with key partners in planning meetings and coordinating all logistics with functional leaders.
• Plan and coordinate necessary offsite meetings and/or conference attendance, including conference registration, hotel stays, meeting arrangements, catering, AV equipment, and other related requests to ensure successful meetings.
• Plan and coordinate domestic and international travel details, including flights, VISA applications, travel documents, car transports, hotel bookings, restaurant reservations, and other travel-related needs; this may require evening or weekend support, depending on the travel requirements.
• Provide consolidation, formatting, and/or numbering of PowerPoint presentation slides as requested.
• Handle recruitment and onboarding activities, including all full-time, temporary, and consulting candidate interview scheduling for the functions supported, as well as coordinating the 1st day of new hires planning with HR and hiring managers.
• Coordinate consulting and/or master service agreements with Legal to ensure they are in place and executed correctly within approval limits to support functional groups.
• Coordinate expense report processing and reconciliation of receipts and credit card statements for the most senior staff as needed.
• In partnership with other administrative staff, be a key team player to provide overall general support as needed:
• Assist with maintaining the kitchens, conference rooms, and general supplies.
• Provide backup for seamless lobby coverage to receive deliveries, answer phones, and respond to visitors.
• Maintain necessary filing systems as needed.
• Support company events in partnership with HR and admin team
• Support other projects and assignments as requested.

Requirements and Qualifications:

• 10+ years of executive-level support experience.
• Able to recognize and appropriately handle highly sensitive and confidential material and information.
• Strong organizational, project, and time management skills; detail-oriented
• Able to prioritize and multi-task projects and demands effectively.
• Willingness to support by thinking outside of the box and job description.
• Proficient with Microsoft Word, Excel, PowerPoint, and Outlook calendars.
• Professional demeanor and team player while maintaining a positive, team-focused attitude.
• Proactive and excellent self-initiative.
• Excellent verbal and written communication skills.
• Experience in the biotechnology or pharmaceutical industry is desired
• Experience with Applicant Tracking Systems (ATS) is preferred

Desired Skills and Experience

Administrative, calendaring, teleconferences, AV equipment, room reservation, conference registration, travel planning, onboarding, expense report, Microsoft Office, Word, Excel, PowerPoint, Outlook, ATS, biotechnology

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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