Senior Administrative Assistant

Position Summary:

The Senior Administrative Assistant will provide overall administrative support to the Program and Portfolio Management (PPM) department which includes staff in Novato, Brisbane, Boston/Cambridge, and Remote offices. Responsibilities will include but not limited to calendar management, travel, expense reporting and meetings/event planning; and other duties and special projects as determined by the department head.

Responsibilities:

• Perform day to day administrative support for department managers and staff as assigned
• Perform administrative functions (answering phone calls, ordering lunch, coordinating vendors, printing, mailing, faxing, scanning and binding, etc.)
• Manage calendar, appointments and meeting requests through MS Outlook
• Manage travel coordination including booking flights, hotels, and meeting requirements
• Responsible for coordinating conference calls and meetings at industry events
• Experience with WORD including formatting templates, documents and presentations, proofing, printing, copying, etc.
• Place orders for office supplies specific to departmental needs
• Prepare and complete expense reports for processing
• Participate in special projects as needed (e.g. contract management)
• Communicate with Senior Leadership, external partners and organizations to schedule and set-up critical meetings
• For in-person meetings, we often require support for the following (without burdening facilities, scientific staff, and/or other onsite admins):
• Securing an appropriate meeting space
• Ensuring that the meeting space is configured in the required format by requesting help from Facilities
• Physically checking on the meeting space in advance of the meeting (either the day before or the day of the meeting) to ensure that it is configured properly and all necessary IT and meeting materials are set up
• Setting up the meeting space with necessary supplies – e.g. Flip charts, markers, notebooks, pens, Post-it notes, etc.
• Slide print-outs and distribution on-site
• Ordering food for the meeting by ensuring that the correct amount of food is ordered based on actual confirmed attendance
• Being on campus to receive the food and setting up the food in an appropriate space either inside the meeting space or in an appropriate space outside of the meeting room
• Ensuring that there is adequate cutlery, drinks, paperware, etc. are available with the food
• When attendee gifts are associated with a meeting, support needed for ordering, sorting, preparing and distributing on site at the meeting
• Being on site to address any computer, networking, or other IT needs immediately, if that becomes necessary before or during the meeting. This is CRITICAL as most meetings are hybrid and we have had this issue multiple times in the past. Without having an admin on site to address the issue immediately, we have had to stop the meeting to have the meeting facilitator seek out IT support
• Host external speakers/presenters – complete the process for hosting an external guest on campus, receive and situate the guest, etc.

Requirements:

• Minimum of 4 years of administrative support experience, specifically in a fast paced, start up environment
• Excellent oral and written communication skills, and proven ability to work autonomously and prioritize workload
• Proficiency in MS Office Suite: Outlook, Word, Excel, PowerPoint
• High attention to detail, excellent organizational skills and the ability to work on multiple projects with tight deadlines
• Excellent interpersonal and verbal communications skills and the ability to deal effectively with a variety of people both internally and outside the company
• Must be a self-starter and have a positive and flexible attitude
• Must have excellent meeting and events management skills to plan, organize, and execute large group meetings, both locally and remotely, with attention to details, logistics, and operations