Executive Assistant Job at Simply Biotech in Palo Alto

Executive Assistant- Simply Biotech

OVERVIEW

Are you looking for a new career opportunity with an exciting biotech company?! Then we've got the right team for you! In this role, you're responsible for the duties listed below.

Immediate opening for an Executive Assistant with a biotech company in Palo Alto, CA who possesses:

• Minimum of 2 years of experience as an Executive Assistant, including direct support to C-suite executives
• Strong conflict resolution skills with a professional approach
• Highly organized, detail oriented, and capable of maintaining strict confidentiality
• Proficiency in Microsoft Office Suite, including excel.

Email resumes to trent@simplybiotech.com or call 858.376.5078

FULL DESCRIPTION:

The selected candidate will be responsible for:

• Support executive team with daily schedule and duties.
• Manage the CEO's calendar and appointments. Create and share reports with leadership.
• Schedule meetings, record meeting minutes, review presentations, and prepare agendas.
• Project management: assist in tracking progress on key company initiatives, providing updates and insights as needed.
• Oversee daily office management tasks including sorting and distributing mail, answering phones, responding to emails, receiving visitors, and responding to needs.
• Order and organize weekly office supplies, snacks, drinks, and Keurig pods.
• Coordinate, plan, and execute corporate events, including, but not limited to: Lunar New Year, Halloween, Diwali, Holiday Party, etc.
• Assist managers with building the agendas, schedules, and logistics for annual remote meetings and trainings.
• Cater food and coffee for meetings, business dinners, and remote staff as necessary.
• Maintain and monitor the designated budget for supplies, food, lunches, and events.
• Maintain relationships with external vendors and property management, Longfellow, for all facility needs. Act as the liaison for communication between internal staff and external vendors.
• Oversee operational business needs such as building security, electrical/maintenance, repairs, janitorial service, and HVAC.
• Corresponding with lawyers for patents/intellectual property assignments.
• Confidentiality Maintenance: Handling sensitive information with discretion, adhering to company policies.
• Any additional duties as assigned.

The selected candidate will also possess:

• Bachelor's degree in business administration or relevant field.
• 5-7 years' experience in an executive assistant role.
• Exceptional organizational, multitasking, and time-management skills.
• High level of integrity, confidentiality, flexibility, and action oriented.
• High attention to detail, excellent organizational skills, and ability to multitask.
• Excellent interpersonal,, verbal, and written communication skills.
• Ability to remain calm, respectful, and professional at all times, especially under high stress situations.
• Proficient with Microsoft Office Suite, especially Outlook calendar management.

Salary Range: $46-$53/hr

For immediate and confidential consideration, please email your resume to trent@simplybiotech.com or call 858.376.5078. More information can be found at www.simplybiotech.com