Executive Assistant to Chief Medical Officer

Menlo Park, CA 94025

Posted: 06/12/2019 Employment Type: Direct Hire Industry: Clinical & Scientific Job Number: 15890

Executive Assistant to Chief Medical Officer

Menlo Park, CA

 

Responsibilities
  • Manages calendar scheduling, coordinates and facilitates meetings, prepares agendas, attends meetings, and distributes minutes to include handling of routine follow up matters.
  • Provides operational support to Chief Medical Officer and the Clinical Team, which may include greeting guests, scheduling and coordinate meetings, conferences, and conference calls.
  • Maintains, organized and updated office filling systems, assists in administrative problem solving, program/project planning, development, and execution of stated goals and objective
  • Utilize their knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation, provide assistance in planning and project management activities
  • Advise and follow through on administrative matters from internal departments and external agencies, manage variance reporting for budgets, create and/or maintain budgets, databases/spreadsheets and related systems
  • Develop and/or modify reports, as appropriate, tracks and monitor Clinical policies in accordance with regulatory requirements
  • Assist in and coordinate activities which fall under the purview of the Chief Medical officer.
  • Interact with internal and external contacts (vendors, regulators, visitors), and uses professionalism, tact and cultural sensitivity.
  • Arranges domestic travel, compiles documents for travel-related meetings. Prepares monthly expense reports and reconciles credit card statements.
  • Prepare and submit contract requests (CDA’ s, MSA’ s, Quality Agreements etc.) via Novatus/Conga.
  • Submit purchase requests/orders via NetSuite.
  • Team player with the other Administrators.

Competencies
  • Bachelor' s Degree in a related field and a minimum of two years administrative office experience or 5 years experience in a similar position.
  • Excellent interpersonal, written and oral communication, analytical, team building and organizational skills.
  • Experience supporting senior management or C-Level executives, preferably in a biopharma organization preferred.
  • Consideration may be given to internal candidates who possess an equivalent combination of education and experience.  
  • Problem solving - identifies and resolves problems quickly and efficiently, with high attention to detail.
  • Professionalism - position continually requires demonstrated poise, tact, and diplomacy.
  • Must be able to interact and communicate with individuals at all levels of the organization.
  • Must be proficient in Microsoft Office Suite: Word, Excel, Outlook and PowerPoint.
  • Excellent oral and written communication skills.
  • Exceptional organizational skills required.
  • Must be able to work independently, have a commitment to high levels of customer service and excel in a deadline-driven environment that involves multiple, simultaneous projects.
  • Ability to maintain confidentiality of extremely sensitive and private data.
  • Demonstrated team player with excellent interpersonal skills who is able to work with diverse groups and willing to assist wherever needed.
  • Ability to manage a fluid/iterative environment with a calm, professional demeanor in a startup environment.

 

Jesse Ashworth

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