Sr. Administrative Assistant / Executive Assistant

South San Francisco, CA 94080

Posted: 10/23/2019 Employment Type: Contract Industry: Clinical & Scientific Job Number: 16628

Job Description



ESSENTIAL DUTIES AND RESPONSIBILITIES:  
• Primary function is to provide administrative support to the staff/direct reports
• Represent Rigel with internal and external customers, including field and home office colleagues, as well as influential medical/clinical/scientific thought leaders, in the highest ethical and professional manner
• Maintain complex calendars and coordinate meetings and conferences, both on and off site which may include extensive logistical arrangements depending on the nature of the meeting and attendees
• Coordinate domestic and international meeting logistics and travel arrangements involving multiple locations and individuals; prepare complex itineraries that may often require changes and prepare subsequent final expense reports
• Support internal and external communications in a proactive and timely way ensuring the Commercial team and other stakeholders have the information they need to plan and align their activities appropriately; this will involve extensive collaboration with internal and external contacts and the handling of sensitive and often highly confidential information
• Draft and proofread letters and documents with minimal guidance; format templates, documents and presentations, etc.
• Maintain databases and other documents
• Coordinate onboarding activities for new hires in the Commercial Team
• Perform general administrative functions (answering phone calls, ordering meals, re-stocking supplies in the office and kitchen, coordinating vendors, copying, printing, mailing, FedEx, faxing, scanning and binding, etc.)
• Coordinate administrative and special projects as assigned
• On occasion, may require administrative support during off hours, including weekends, or as emergencies arise
• May provide backup support to the other members of the Administrative team as requested
• Complies with corporate policies and procedures

KNOWLEDGE AND SKILL REQUIREMENTS:  
• 8 years progressive administrative support experience 
• High school diploma required; college degree preferred
• Experience in the life sciences industry, pharmaceutical or biotechnology preferred
• Experience supporting a commercial department and/or marketing and sales preferred
• Proven intermediate to advanced computer skills.   Must be proficient in Microsoft Outlook, Word, PowerPoint and Excel and willing to learn new software and manage multiple platforms
• Demonstrated ability to coordinate/manage complex travel schedules and multiple calendars
• Successful experience in fast-paced entrepreneurial environment
• Proactively approach business needs and requirements
• Ability to work independently and be flexible, adjusting priorities and tasks in real time to support the objectives of the departments
• Highly developed interpersonal skills, exhibiting a professional, energetic, proactive and enthusiastic demeanor and attitude
• Excellent written skills
• Excellent communication and listening skills
• Excellent organization skills, attention to detail, and multi-tasking with the ability to manage and triage multiple priorities and manage complicated calendars across multiple executives and external personnel

WORKING CONDITIONS:  
• PHYSICAL DEMANDS:  While performing the duties of this job, the employee is required to stand, walk; sit; talk and hear. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

• WORK ENVIRONMENT:  The noise level in the work environment is usually moderate.

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Jesse Ashworth

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