Executive Assistant to Chief Executive Officer Job at Planet Pharma in Redwood C

Contract to hire

Fully onsite - Redwood City CA

$55 - $65 per hr - mayyy have some flexibility

The Opportunity:

• As an important member of the organization, you will provide high level administrative support for defined functional groups, their leadership teams and staff including: Heavy calendaring using Outlook, including the coordination of internal and external meetings/teleconferences along with corresponding logistics, room reservations, catering, audio-visual equipment set-up, and other support needs.
• Interaction with key partners in planning meetings and coordinating all logistics in partnership with functional leaders.
• Plan and coordinate necessary offsite meetings and/or conference attendance, including conference registration, hotel stays, meeting arrangements, catering, AV equipment, and other related requests to ensure successful meetings.
• Plan and coordinate domestic and international travel details including flights, VISA applications, travel documents, car transports, hotel bookings, restaurant reservations and other travel related needs; this may require evening or weekend support, depending on the travel requirements.
• Provide consolidation, formatting, and/or numbering of PowerPoint presentation slides as requested.
• Handle recruitment and onboarding activities including all full-time, temporary, and consulting candidate interview scheduling for the functions supported, as well as coordinating 1st day of new hire planning w/HR and hiring manager.
• Coordinate consulting and/or master service agreements in partnership with legal to ensure they are in place and executed properly, including within approval limits, to support functional groups.
• Coordinate expense report processing and reconciliation of receipts and credit card statements for the most senior staff as needed.
• In partnership with other administrative staff, be a key team-player to provide overall general support as needed:
• Assist with maintaining the kitchens, conference rooms, and general supplies.
• Provide backup for seamless lobby coverage to receive deliveries, answer phones, and respond to visitors.
• Maintain necessary filing systems as needed.
• Support Company events in partnership with HR and admin team.
• Support other projects and assignments as requested.

Required Skills, Experience and Education:

• 8+ years executive level support experience.
• Must have experience supporting C level executives
• Must have RECENT biotech or pharma experience as an EA at a PUBLIC company
• Ability to recognize and appropriately handle highly sensitive and confidential material and information.
• Strong organizational, project and time management skills; detail oriented.
• Ability to prioritize/multi-task projects and demands effectively.
• Willingness to support the company to succeed by thinking outside of the box and job description.
• Professional demeanor and team-player while maintaining positive, team-focused attitude.
• Proactive and excellent self-initiative.
• Excellent verbal and written communication skills.