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Executive Assistant
3 months ago
Position Summary
The Executive Assistant will assist the General Counsel, Chief Financial Officer and Senior Vice President, Human Resources by performing high-level administrative work. The role will navigate the executive calendars to support prioritization of business needs and travel planning; and will serve as a liaison with internal and external stakeholders while maintaining confidentiality.
Essential Functions
Coordinates a variety of travel, meetings, and other calendar appointments, requiring interaction with both internal and external contacts. Anticipates the executive’s needs and prepares required materials for conferences, meetings, calls, and various appointments. Process all invoices to ensure timely and accurate payments. Track contracts through negotiation, approval, distribution, and execution process including the required follow-ups with legal, business, and finance. Assist in managing calendar in Outlook; manage contacts lists and send invitations. Screen and draft internal and external correspondence, emails, memos, and reports. Prepare and submit expense reports and reimbursements. Maintains contract tracking spreadsheet including keeping it up to date. Process and maintain tracking for any appropriate individual certification or licensure requirements such a JD, CPA, etc. Maintains and tracks the department budgets. Assist with filing annual reports and federal and state securities filings, including other required post‑closing state applications and filings. Create and maintain Standard Operating Procedures (SOPs) for all processes. Maintain organizational charts and entity lists. Performs other duties and projects as assigned.Education & Experience
Bachelor’s degree in business administration or related field 10+ years’ professional experience as an Executive Assistant Prior experience working with confidential information in a human resources, legal and/or finance department required Certified Notary Public is a plus but not requiredKnowledge, Skills, & Abilities
Able to demonstrate considerable judgement and initiative to resolve problems and manage calendars Ability to maintain proprietary, trade secret and confidential information Strong organizational and planning skills Strong knowledge of standard productivity software tools (e.g. MS Office suite, especially Excel & PowerPoint) Budgeting and basic finance knowledge Supreme organizational and communication (verbal & written) skills Positive attitude Ability to juggle multiple tasks at any one time and stay one step ahead Demonstrated capabilities and willingness to learn the use of internal tools & processes for communications, scheduling, and travel Proactive, resourceful, efficient, energetic, and a genuine desire to work well with people A desire to learn within a dynamic environment. Strong attention to detail and ability to maintain confidentiality Ability to effectively prioritize and multi-task under limited direction, and ability to shift priorities quickly while working under tight timelines Superior oral and written communication skillsWorking Environment / Physical Environment
This position works onsite 5 days a week in El Segundo, CA This is primarily a position that works at a computer most of the timeThis position is eligible for a discretionary bonus and equity award. The hourly base pay range for this position is below. The specific rate will depend on the successful candidate’s qualifications, prior experience as well as geographic location.
$48.08 per hour (entry-level qualifications) to $55.29 per hour (highly experienced)
The application window is anticipated to close on 60 days from when it is posted or sooner if the position is filled or closed.
ImmunityBio employees are as valuable as the people we serve. We have built a resource of robust benefit offerings to best support the total wellbeing of our team members and their families. Our competitive total rewards benefits package, for eligible employees, include: Medical, Dental and Vision Plan Options • Health and Financial Wellness Programs • Employer Assistance Program (EAP) • Company Paid and Voluntary Life/AD&D, Short-Term and Long-Term Disability • Healthcare and Dependent Care Flexible Spending Accounts • 401(k) Retirement Plan with Company Match • 529 Education Savings Program • Voluntary Legal Services, Identity Theft Protection, Pet Insurance and Employee Discounts, Rewards and Perks • Paid Time Off (PTO) includes: 11 Holidays • Exempt Employees are eligible for Unlimited PTO • Non-Exempt Employees are eligible for 10 Vacation Days, 56 Hours of Health Pay, 2 Personal Days and 1 Cultural Day • We are committed to providing you with the tools and resources you need to optimize your Health and Wellness.
