Executive Assistant and Office Manager - Confidential Company

We are seeking a highly experienced Executive Assistant and Office Manager with strong organizational skills to support our senior executive team, including our Chief Executive Officer, Chief Business Officer, and President/ Chief Scientific Officer. The right candidate will have a breadth of experience developed through a combination of education, training, and/or extensive experience working in a similar role. This role will provide high-level administrative support in a fast-paced environment.

The Executive Assistant and Office Manager will be trusted to handle sensitive and confidential material and will monitor email and other communications to ensure external and internal requests are met in a timely fashion. This person will also be responsible for managing the office in South San Francisco including coordinating office logistics, managing events on-site, and helping set a positive, energetic culture. The ideal candidate will utilize good judgment while anticipating the needs of others. The ability to multitask and prioritize with minimal supervision will be critical, and this position will serve as the “go-to” person for the Clinical and Regulatory departments. This position requires being in the office Monday through Thursday in South San Francisco, CA, and working remotely on Friday.

Primary Responsibilities and Duties:

• Provide administrative support to the senior executive team, including our Chief Executive Officer, Chief Business Officer, and President/ Chief Scientific Officer, including managing schedules, appointments, and travel arrangements. 
• Act as a liaison between the CEO, CBO, CSO and staff, and external stakeholders. 
• Exercise discretion and judgment to ensure applicable private/proprietary business information, data, transactions and correspondences are kept confidential.
• Manage the day-to-day operations of the office, including overseeing office supplies, equipment and facilities. 
• Plan and coordinate meetings, events, and other company activities.
• Coordinate and assist in preparing for the Board of Directors meetings. Follow through preparation of notices, schedules and agendas. Work on presentations, collaborating information from multiple sources. 
• Manage information flow in a timely and accurate manner. 
• Maintain confidential records and information. 
• Prepare reports, presentations, and correspondence. 
• Participates/Leads ad-hoc projects within and across work groups.
• Calendar management and multi-calendar scheduling.
• Expense reports and purchase orders (e.g., requests/manage internal reviews/signoffs).
• Circulate and distribute various documents for signature.
• Maintenance of logs, correspondence, and publications.
• Other duties as assigned.

Qualifications and Skills:

• Bachelor's degree in business administration or related field preferred. Equivalent work experience in lieu of degree accepted.
• Eight plus (8+) years of experience as an executive assistant supporting C-Suite executives. 
• Strong calendar, travel and expense management skills, including coordination of complex executive meetings and global travel.
• Tech savvy with experience demonstrating basic computer skills and knowledge of computer systems and office apps (e.g. G Suite, Microsoft Office, Zoom, DocuSign, Box).
• Prior experience working in the biotech/pharmaceutical industry (preferred).
• Ability to handle confidential material with discretion.
• Effective written and verbal communication skills. 
• Self-motivated and detail oriented.
• Ability to work independently, multitask and meet deadlines in a fast-paced environment.
• This position is primarily in the office from Monday through Thursday in South San Francisco, CA, and working remotely Friday.

 Salary: $138,000-$180,000

We are an equal opportunity employer. All applicants should be legally entitled to work for any employer in the US. Title and salary are commensurate with experience. Our compensation program includes competitive salary, equity participation and attractive bonus incentives.