Executive Assistant Job at AriBio in San Diego

Salary: $120,000-$140,000 annually

JOB DESCRIPTION

ROLE: Executive Assistant

RREPORTING TO: Managing Director

DEPARTMENT: Administration

SCHEDULE: On-site; 4 days per week out of San Diego office.

ABOUT ARIBIO: AriBio is a rapidly growing clinical stage biotech firm dedicated to developing treatments for neurodegenerative diseases, including Alzheimer's. Our commitment to innovative, polypharmacological approaches targets the complex pathophysiology of these diseases. We are in the midst of a global Phase 3 program for Alzheimer's disease and are advancing multiple earlier-stage compounds. We seek a motivated and experienced Executive Assistant who shares our passion for making a meaningful impact on patient lives in a dynamic environment.

JOB SUMMARY: The Executive Assistant (EA) provides administrative support to the Managing Director and the Sr. Director, Development Strategy, as well as other members of the senior leadership team as needed. This role requires in-depth knowledge of company operations, policies, and procedures, and handles details of a highly confidential and critical nature.

ESSENTIAL DUTIES & RESPONSIBILITIES

Provides administrative support to the Managing Director (~50%) and Sr. Director, Development Strategy (~50%) while also providing support and assistance to other senior leadership team members as needed

Primary administrative duties include but are not limited to:

• Calendar management and coordination with internal and external parties
• Meeting planning and management
• Collecting and preparing information for use in discussions/meetings of senior leadership and outside individuals
• Making high-level contacts of a sensitive nature inside and outside the company
• Exercising judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions
• Domestic and international travel arrangements
• Meeting minutes for internal and external meetings
• Contract processing
• Tracking and expense reporting

Board of Director, Board Committee, and Shareholder meetings:

• Professional communications with our Board of Directors and their staff
• Planning, management, and implementation of Board of Directors meetings
• Hotel contracting and meeting coordination

Investor Relations Support:

• Assists with scheduling investor meetings and visits, road shows, industry conferences worldwide

Meeting Planning:

• All coordination, logistics, organization and implementation of various AriBio team meetings and other internal and external corporate meetings, events, and happy hours, including budgeting for such meetings, travel coordination, and communications
• Assists Director, HR with planning of company events as needed

Office management:

• Coordinates with HR to ensure office is adequately supplied and equipped
• Contributes to team effort by accomplishing tasks as requested
• Other duties as assigned

MINIMUM EXPERIENCE, EDUCATION, CERTIFICATIONS, LICENSES:

• High School Diploma or Associate Degree required; Bachelor’s degree preferred
• Minimum 10 years of progressive administrative experience supporting senior executives in a private or public company setting
• Biotech or pharmaceutical industry experience preferred
• Requires experience working with senior level executives within and outside the company as well as vendors, visitors, and other dignitaries; experience with KOLs and healthcare professionals a plus

SKILLS/QUALIFICATIONS

• A successful track record in setting priorities; keen analytic, organization and problem-solving skills which support and enable sound decision making
• Keen attention to detail and accuracy
• A multi-tasker with the ability to wear many hats in a fast-paced environment
• Personal qualities of integrity, credibility, and dedication to the mission of the company
• Strong team player with a demonstrated track record of success in a cross‐functional team and fast-moving environment
• Excellent organizational, computing, and oral/written communication skills
• Strong leadership skills; ability to influence and formulate effective solutions
• Strong critical thinking and problem-solving skills
• Ability to prioritize tasks and to delegate them when appropriate
• Ability to read and comprehend policies, procedures, instructions, etc., to write reports, to use logic and data to solve problems, to assess needs with independence, judgment, and discretion
• Proficient with Microsoft Office Suite or related software
• Experience with ClickUp software, a plus

SUPERVISORY RESPONSIBILITIES

• Collaborates with and provides assistance/coaching to administrative staff
• Other related supervisory responsibilities as assigned

WORK LOCATION & TRAVEL REQUIREMENTS

• This position is primarily on-site and is located in our San Diego, California office
• Remote work is currently available one day per week and may be coordinated with your supervisor
• Domestic and international travel will be required from time to time (approximately 10-25%)

PHYSICAL REQUIREMENTS & ENVIRONMENTAL CONDITIONS

• The duties of this role are generally conducted in an in-office environment. As is typical of an office-based role, employees must be able, with or without an accommodation, to: use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others (in-person interactions with other persons in indoor and outdoor settings); stand and/or move about the office or in various environments or from one worksite to another.
• Able to travel, including international travel, without personal assistance.
• The above physical requirements and work environment characteristics generally reflect those of this position but is not an exhaustive list. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions of the position, provided that such accommodation does not impose an undue hardship on AriBio.

PAY TRANSPARENCY

The expected salary for candidates for this role is $120,000.00 - $140,000.00. The final salary offered to the successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the industry, education, etc.

EQUAL OPPORTUNITY EMPLOYER

As an equal opportunity employer, AriBio is committed to providing all applicants and employees with equal access to employment opportunities, regardless of sex, race, age, color, national origin, ancestry, disability, pregnancy, religion, genetic information, sexual orientation transgender status, gender identity, marital status, military or veteran status, or any other characteristic protected by applicable law. All employees, officers, and representatives of AriBio are expressly prohibited from engaging in unlawful discrimination, harassment, or retaliation.            

                                                                                  

Consistent with all applicable requirements, AriBio will reasonably accommodate any qualified individual with a disability if such accommodation would allow the individual to perform the essential functions of the job, unless doing so would create an undue hardship on the company.

AriBio also complies with all applicable federal, state and local laws governing work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and Immigration Reform and Control Act.

Nothing in this job description restricts AriBio’s right to assign or reassign duties and responsibilities to this role at any time in its discretion. While this job description generally reflects AriBio' current assessment of the essential functions for this role, it is not intended to be a complete list of the duties and responsibilities of this role, and it does not limit or restrict the duties and responsibilities that may be assigned from time to time. The duties, responsibilities and job description of this role are subject to change at any time without notice.

Unsolicited resumes from third party vendors will not be accepted.