Executive Assistant and Office Administrator

Summary

This position requires an individual who can effectively manage two areas of business: executive support to the CEO, CFO and Executive Leadership Team (ELT) and the day-to-day operations of our office facilities in Pacheco, CA. This is a highly visible role and will require the ability to multi-task, maintain confidential information, and work collaboratively across multiple teams and locations. The Executive Assistant provides administrative support to the ELT and the Pacheco office. The ideal candidate is effective in maintaining organization for our ELT and keeping the office running smoothly.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manages CEO’s and CFO’s daily calendar: gatekeeping, optimizing, and prioritizing.
• Coordinate travel and arrange meetings for CEO, CFO and other ELT members on a regular basis, using exceptional organization skills and attention to detail.
• Coordinate quarterly board meetings including logistics with the board, travel and presentations.
• Assist in preparation of expense reports for CEO, CFO and other ELT members, as necessary.
• Maintain a meticulous and organized Executive Area and ensure CEO, CFO, and ELT members have required technology and supplies at all times.
• Prepare reports, presentations, and correspondence accurately and swiftly.
• Answers and screens telephone calls, and responds to emails, messages, and other correspondence on behalf of the CEO and CFO as requested.
• Meets personal goals and actively contributes to the achievement of team and organization targets/goals.
• Assists with on-site meetings, employee engagement events, and other events, including scheduling, set-up, clean up, sending reminders, and organizing catering when necessary. 
• Receives and sorts incoming mail and deliveries and manages outgoing mail.
• Support on site meetings with room set-up and drinks, snack and meal ordering.
• Welcomes visitors, vendors, and customers by greeting them and answering or directing inquiries. Screens and direct phone calls. 
• Reset refreshment centers daily, stock refreshments and supplies, order supplies in all breakrooms.
• Walk grounds periodically and report any issues to facilities or authorities.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing orders; and verifying receipt of supplies. 
• Other duties as assigned.  

Competencies

• High school diploma required, BS/BA degree or equivalent experience in Biotech industry preferred. 
• Eight (8+) or more years’ experience in an administrative support position with increasing responsibility for supporting C-level management.
• Excellent judgment and tact in the handling of sensitive/confidential matters.
• Ability to work with executives and ability to communicate effectively to provide support, as necessary.
• MS Office (Excel, Words, PPT), Outlook, SAP Concur
• Demonstrated communications skills, both orally and in writing.
• Receptive and positive attitude. 
• Excellent ability to work in a team environment with minimal instruction.
• Excellent ability to focus despite distractions and changing priorities.
• Ability to prioritize, coordinate and handle multiple projects to meet deadlines.
• Excellent follow-up skills.
• Good working knowledge of office equipment.
• Excellent grammatical skills.
• Excellent telephone etiquette and demeanor.

Expected Hours of Work & Location

• 6 a.m. to 3 p.m. Monday - Friday and may require extended weekday or weekend hours depending on business needs.
• Headquarters - Pacheco, CA (Onsite required)

Compensation Range

• $75,000 - $100,000 annual