Executive Administrative Assistant - Legal Department

South San Francisco, CA 94080

Posted: 05/15/2019 Employment Type: Direct Hire Industry: Clinical & Scientific Job Number: 15699

Executive Administrative Assistant - Legal Department 

South San Francisco, CA

 

As an EA, you will be a part of a team of admins to support managers and employees in an exciting fastpaced work environment and duties will encompass a range of administrative tasks.

This position primarily supports our Legal team, and the ideal candidate would be someone with prior experience supporting Legal teams. You should be comfortable working with all levels of the company from staff to executives and be ready to be work in a team or individually to get the job completed.

You will be fully engaged from the first day and have room to grow. The ideal candidate is flexible and comfortable working in a fast-paced office with minimal direction, outcome oriented, extremely efficient, organized and resourceful. Great interpersonal skills, strong decision-making skills, verbal and written communication skills and attention to detail are key to being successful.


Background


Clinical-stage biopharmaceutical company pioneering the discovery and development of targeted therapies that disrupt cellular metabolic pathways to preferentially starve tumor cells and enhance immune-cell activity. Driven by a commitment to rigorous science and a passion for improving the lives of people impacted by cancer and other life-threatening diseases.  Advancing a pipeline of first-in-clinic, oral therapeutics to meaningfully expand treatment
options available to patients.  Headquartered in South San Francisco, California.


Duties and Responsibilities


? Prepares materials and presentations for meetings and set up rooms as needed.
? Manages calendar(s) and coordinates scheduling.
? Obtain and track the necessary approvals required to coordinate the execution of all contracts.
? Provide legal filing support including organization of correspondence, documents and legal files
including litigation matters.
? Responsible for processing and completing expense reports.
? Set up conference calls and meetings, often involving internal personnel and/or external parties,
and possibly encompassing the use of audio and web-based meeting technologies.
? Prepare and coordinate travel, as needed.
? Interface effectively with employees and external contacts at all levels.
? Handle confidential material effectively and discreetly.
? Establish, update and maintain departmental files (paper and electronic), inventories, and
records.
? Screen telephone calls, take messages, redirect calls, and respond to routine inquiries regarding
department business.
? Provide clerical support as necessary, including filing, faxing, copying, collating and all other
administrative support.
? Proof work and make changes as necessary and/or composes routine correspondence using predetermined
formats.
? Serve as a collaborative member of the organization’ s administrative team and offer relief
support, as needed.


Qualifications and Requirements


? 10+ years relevant legal administrative assistant or C-Suite experience with at least 3+ years in a
biotech or pharmaceutical company’ s legal department and/or relevant experience in a law firm
with a Life Sciences practice preferred.
? Biotech/Pharmaceutical industry experience necessary.
? Legal experience preferred.
? California Notary Public (a plus, but not required).
? Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global
travel itineraries and special projects.
? Proven experience handling confidential and sensitive information.
? Strong knowledge of MS Office (Excel, Word, PowerPoint, Outlook).
? Excellent analytical, planning and organizational skills with strong attention to detail.
? Ability to effectively communicate and share knowledge with internal and external contacts at
all levels.
? Ability to multi task and shift priorities quickly.
? Proven ability to work under tight deadlines and pressure in a composed manner.
? Must have excellent customer-service orientation, high degree of professionalism, and ability to
work with little or no direction and be a strong team player.
? Ability to learn quickly and take on new challenges as they arise.
? Must be flexible, resourceful, and detail oriented.
? Effective interpersonal and communication skills.
? Good judgment and the ability to apply it to a variety of situations.
? Local candidates only.

 

Jesse Ashworth

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