Executive Assistant

Menlo Park, CA 94025

Posted: 08/30/2018 Employment Type: Direct Hire Industry: Clinical & Scientific Job Number: 13791

Our client in Newark is looking for an Executive Administrative Assistant to support their CEO!

Executive Administrative Assistant

Summary: The Executive Administrator provides administrative support to the President & CEO.  This individual will be an integral member of the team, acting as organizational and communication hub for the CEO’ s office.  A Dynamic and pro-active member with high level of enthusiasm and passion for working with the CEO to build a high-performance, high growth, consumer biotech company.   Handles details of a highly confidential and critical nature on a regular basis.  In this highly visible and influential role, this individual will interact with all levels in the organization as well as all members of the Company’ s Board of Directors, investors and other business partners. 

 

Responsibilities:
  • Provide high level and comprehensive administrative support to the President and CEO.
  • Responds to and anticipates administrative/organizational needs of executive officers. 
  • Interacts and supports functional team and prepares materials for meetings.
  • Arranges international and domestic travel and accommodations/detailed itineraries. 
  • Completes reconciliation of expense reports.
  • Works with Managers and the team to solve problems and acts quickly to achieve solutions.
  • Interacts with other Managers or teams comfortably including relaying pertinent information.
  • Proactively manages and maintains busy calendars prioritizing meeting requests with internal and external groups ensuring connectivity of remote participants without delay. 
  • Reinforces image and professionalism of the organization through polished and professional communications and interactions.
  • May handle confidential information and performs duties in the appropriate manner.
  • Ensures consistent services and support quality across the organization by providing back up support to other administrative team members or participating in team projects.
  • Manage day-to-day operations of all office activities.
  • Participates in recruiting efforts by working with Staffing department on scheduling of interviews, coordination of interview packets and hosting of candidate. 
  • Creates, organizes and maintains up-to-date files and database.

Requirements:
  • B.A. degree with 8+ years related experience. 
  • Requires a professional certification or equivalent experience in working with senior level executives within and outside the company, as well as experience with customers, vendors, visitors, and other dignitaries.
  • Preference experience supporting C-level executives, prominent financial and venture capital partners, and public company executives. 
  • Advanced proficiency with Word, Excel, Outlook, Visio, Project and PowerPoint or equivalent required. 
  • Savvy with technology and comfortable with social media and internet communications.
  • Ability to work in an environment exposed to a high level of sensitive and confidential information.
  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
  • Strong team player that has a customer service approach and is solutions oriented.
  • Able to handle multiple priorities at once and strong organizational skills.
  • Ability to work under pressure demonstrating a calm and collected demeanor. 

 

 

Stephanie Harris

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