Executive Assistant

Position Summary:

We are looking for a multitalented Executive Assistant to play a key role in supporting our growing team. The Executive Assistant will provide executive level support to C-level executives as well as also support the senior management team as needed. This support involves extensive and complex calendar management, travel planning, organizing, and coordinating executive activities. The ideal individual must be able to quickly prioritize and think proactively with the ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, attention to detail, administrative and organizational skills. The Executive Assistant will work closely with the EA to CEO and other administrative assistants to promote a culture conducive to productivity, efficiency, and teamwork. This Executive Assistant must have the ability to work independently on projects, from conception to completion and must be able to work well under pressure to execute a wide variety of tasks in a timely manner. This position is onsite full-time.

Roles and Responsibilities:

Executive Support:

• Complete a broad variety of administrative tasks for the C-level executives as needed including: complex calendar management; preparing for meetings using PowerPoint presentations; arranging travel plans, itineraries, and agendas; arranging travel for meetings and conferences; may assist with budget, headcount, and long-range planning 
• Work closely and effectively with the C-level executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Point person for the executives. 
• Confidentially manage the C-suite’s commitments and run interference with internal commitments (e.g. external Board meetings, invited talks) 
• Assist EA to CEO with senior staff calendar scheduling and meeting management 
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures 
• Provide a bridge for smooth communication between internal departments; demonstrate leadership to maintain credibility, trust, and support with senior management staff 
• Manage conference registration, travel arrangements and expense reports for C-suite executives • May serve as a backup to the CEO’s Executive Assistant as a liaison to the board of directors, which may include: Assisting board members with travel arrangements, lodging, and meal planning as needed 

Administrative/Office Support:

• Work closely with EA to CEO and administrative team to create a cohesive and optimally functioning office environment 
• Schedule meetings for other team members as needed 
• As member of administrative team, assist at corporate and employee events, executive offsites 
• Assist with maintaining the company conference calendar 
• Assist with special projects as needed 

Qualifications: 

• Bachelor's degree preferred 
• Strong work history with at least 5 years related experience, with at least 3 years of experience supporting C-Level Executives, preferably in a biotech or corporate organization
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams), Adobe Acrobat, DocuSign
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Excellent verbal and written communications skills
• Very strong interpersonal skills and the ability to build internal and external relationships; an individual who enjoys working with people and being part of a strong team
• Expert-level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Able to take on/manage special projects and assignments on demand. Being flexible to priorities that can change at any time
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who proactively seeks opportunities and proposes solutions 
• Willingness to be hands-on and have a ‘can-do’ approach

The anticipated salary range for the position of Administrative Assistant based in our Menlo Park, CA office is $51.00-$62.00/hr. The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the job, type, and length of experience within the industry, education, etc. Synthekine is a multi-state employer, and this salary range may not reflect positions that work in other states. We comply with all state federal and local laws regarding pay practices.