EXECUTIVE ASSISTANT AND OFFICE MANAGER (LS) Job at Tandym Group in Los Altos

A pharmaceutical company in New York City is currently seeking an experienced Administrative professional to join their staff as their new Executive Assistant / Office Manager.

Responsibilities:

The Executive Assistant / Office Manager will:

• Manage CEO, COO, and CMO's meetings/calendars and assist in travel arrangements when needed
• Serve as the company's initial point of contact for customers/clinical sites (phone, voicemail, email, and web inquiries)
• Proactively inform management of key daily issues
• Coordinate meetings and phone conferences between team members, consultants, and external collaborators
• Coordinate company meetings, social events, and other activities
• Field phone calls while in the office and attend to mail received, organize payables for accounting
• Manage office and kitchen supplies, including taking inventory, ordering/shopping, and stocking
• Manage communications to the Board of Directors, including executing documents via DocuSign and calendaring Board and Board committee meetings
• Assist with document control, including routing Change Orders for signatures, Nondisclosure Agreements (NDAs), and contracts
• Evaluate services and the costs of select vendors and assist Operations with vendor/product approval process at new customer and/or clinical sites
• Assist with internal document audits and organization of the company's electronic files
• Schedule interviews and track hiring candidates
• Assist in onboarding/offboarding new team members, including desk setup, swag, coordinating with IT on computer and software needs and setup
• Perform other duties, as needed

• 3+ years of experience as an Executive Assistant and/or Office Manager
• High School Diploma / GED
• Experience with financial and/or HR-related reporting
• Experience planning corporate events
• Experience managing and coordinating global travel arrangements
• Computer savvy
• Solid problem solving and time management skills
• Exceptional phone etiquette
• Great interpersonal skills
• Excellent communication skills (written and verbal)
• Strong attention to detail
• Highly organized

• 5+ years of related Administrative experience
• Associate's and/or Bachelor's Degree
• Working knowledge of QuickBooks