Senior Administrative Assistant

4 weeks ago

Emeryville, California, United States BioSpace, Inc. Full time
Job Summary

4DMT is seeking a highly motivated and experienced Senior Administrative Assistant to support the Clinical Development Operations Leadership Team. This is a hybrid position with onsite, in-office days arranged according to the business needs and determined by the hiring manager.

Key Responsibilities
  • Proactive Calendar Management: Manage daily calendars and department schedules, coordinate key meetings with multiple calendars of senior members of the department, and align priorities by effective communication across various stakeholders.
  • Meetings Support: Manage departmental meetings, including scheduling, collecting agenda items, and completing action items and follow-up meetings and topics.
  • Conference Logistics Coordination: Plan and coordinate logistics of conferences and off-site meetings/events required throughout the year, partnering with administrative and other team members to coordinate advisory board logistics, speaking engagements, and potential ad hoc conference interactions.
  • Travel Planning: Arrange domestic travel, including air and ground transportation, hotel reservations, out-of-town dining, and car rentals, complete registration for conferences and events, and prepare and update itineraries as arrangements change.
  • Expense Reporting: Monthly reconciliation of expense reports using Nexonia expense system, collect and submit receipts following 4DMT policies staff as directed.
  • Purchasing, Contracts, Invoices: Process contracts, purchasing, and payment processing using Ironclad and Coupa systems according to departmental needs.
  • Ad Hoc Project Support: Provide non-routine administrative support to management, work team, and/or department, adapting as necessary, employing direct communication and determining urgency and prioritization.
  • Document/Presentation Production: Prepare and process departmental documentation, meeting agendas, and non-routine correspondence as requested, employing SharePoint and any department-specific platforms to manage documentation as directed by Clinical Operations leaders.
  • Back Up Support: Provide occasional backup support to other members of the 4DMT Administrative Team during PTO or during times of peak activity as requested and approved by the manager.
  • Other Duties: Coordination of other projects and tasks assigned by the hiring manager.
Required Behaviors
  • Ability to manage multiple concurrent tasks and/or projects with the highest levels of professionalism, confidentiality, timely turn-around, and client service.
  • Solutions-oriented approach to departmental/company challenges with the ability to identify/analyze the scope of the challenge, determine approach, compile data, and prepare reports and positive-change recommendations.
  • Strong communication skills, verbal and written, with the ability to independently write communications while also reviewing and editing departmental documents for grammar, style, and formatting.
  • Holds themselves accountable and works in alignment with high ethical standards that guide decision-making in ambiguous circumstances.
  • Good Judgement and Discretion: The Assistant must confidently hold matters and protect confidential information.
  • Willing to gain an understanding of how various functional groups in the company interrelate and the ability to engage with multiple stakeholders across the organization.
  • Willingness to collaborate with the Administrative Team while meeting the needs of the assigned business area.
  • Professional and service-oriented demeanor.
Qualifications
  • B.A. (or equivalent degree) and 3-5 years of relevant work experience, or
  • H.S. Diploma, A.A. or A.S., and 5-8 years of relevant work experience.
Skills
  • Adept at managing electronic calendars (Outlook preferred); experienced user of Microsoft Office Suite (i.e., PowerPoint, Word, Excel, and shared collaborative tools such as Teams and SharePoint).
  • Experience with procurement, expense reporting, and contract management tools.
  • Ability to quickly learn new technologies and become proficient in desktop systems/internal software necessary to perform assigned tasks successfully.
Physical Requirements of the Role
  • Ability to move and lift at least 10 lbs. for setting up catering and occasionally receiving small shipments or setting materials up at events.
  • Excellent communication skills, both written and verbal.
  • Primarily method of work requires computer use and long periods of sitting.

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