Executive Support Specialist

1 week ago


Fremont, California, United States Bayside Solutions Full time

Lead Administrative Coordinator

W2 Contract-to-Hire

Salary Range: $72,800 - $83,200 per year

Location: Onsite Role

Position Overview:

In the role of Lead Administrative Coordinator, you will provide essential support to various leaders within a vibrant and fast-paced setting. Your interactions with senior management and their teams will be crucial in facilitating a wide array of administrative functions that are vital to the organization’s success.

Key Responsibilities:

  • Deliver comprehensive administrative assistance to senior leadership.
  • Efficiently coordinate meeting logistics and manage both domestic and international travel arrangements in accordance with company guidelines.
  • Oversee the processing of travel and expense reports using Concur to ensure accuracy and compliance.
  • Draft and prepare correspondence, presentations, and reports as required.
  • Review documents for accuracy in spelling, grammar, and formatting, implementing necessary corrections.
  • Support procurement processes, including managing purchase orders and invoices.
  • Assist in organizing and executing internal and external meetings or events.
  • Collaborate with Human Resources to schedule interviews effectively.
  • Provide administrative support to Senior Executive Office Business Partners as needed.
  • Carry out additional tasks as assigned.

Qualifications:

  • High school diploma with a minimum of 5 years of relevant administrative experience; a bachelor’s degree is preferred.
  • Proven experience supporting senior management or executive-level leaders, ideally within the Life Science sector.
  • Experience in a dynamic start-up environment is highly desirable.
  • Proficient in managing intricate travel arrangements.
  • Advanced skills in Microsoft Office Suite, including Outlook, Teams, Word, Excel, and PowerPoint.
  • Ability to maintain confidentiality regarding departmental matters.
  • Capable of working independently and collaboratively on various projects.
  • Exceptional oral and written communication skills, along with strong critical thinking abilities.
  • Self-motivated with the capacity to manage short and long-term projects with minimal supervision.
  • Able to function effectively as part of a team, multitask, and adapt to the evolving priorities of a rapidly growing organization.
  • Strong organizational skills and meticulous attention to detail.
  • Physical capability to lift 10-15 pounds.

Preferred Skills:

Administrative support, data entry, expense management, Concur proficiency, Microsoft Office expertise, Life Science industry knowledge.

Bayside Solutions, Inc. may collect your personal information during the position application process. Please reference Bayside Solutions, Inc.'s CCPA Privacy Policy for more information.



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