Tandym Group
EXECUTIVE ASSISTANT AND OFFICE MANAGER (LS)
Tandym Group, Los Altos, California, United States, 94024
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 neededServe as the company's initial point of contact for customers/clinical sites (phone, voicemail, email, and web inquiries)Proactively inform management of key daily issuesCoordinate meetings and phone conferences between team members, consultants, and external collaboratorsCoordinate company meetings, social events, and other activitiesField phone calls while in the office and attend to mail received, organize payables for accountingManage office and kitchen supplies, including taking inventory, ordering/shopping, and stockingManage communications to the Board of Directors, including executing documents via DocuSign and calendaring Board and Board committee meetingsAssist with document control, including routing Change Orders for signatures, Nondisclosure Agreements (NDAs), and contractsEvaluate services and the costs of select vendors and assist Operations with vendor/product approval process at new customer and/or clinical sitesAssist with internal document audits and organization of the company's electronic filesSchedule interviews and track hiring candidatesAssist in onboarding/offboarding new team members, including desk setup, swag, coordinating with IT on computer and software needs and setupPerform other duties, as neededQualifications:
3+ years of experience as an Executive Assistant and/or Office ManagerHigh School Diploma / GEDExperience with financial and/or HR-related reportingExperience planning corporate eventsExperience managing and coordinating global travel arrangementsComputer savvySolid problem solving and time management skillsExceptional phone etiquetteGreat interpersonal skillsExcellent communication skills (written and verbal)Strong attention to detailHighly organizedDesired Skills:
5+ years of related Administrative experienceAssociate's and/or Bachelor's DegreeWorking knowledge of QuickBooks
Responsibilities:
The Executive Assistant / Office Manager will:Manage CEO, COO, and CMO's meetings/calendars and assist in travel arrangements when neededServe as the company's initial point of contact for customers/clinical sites (phone, voicemail, email, and web inquiries)Proactively inform management of key daily issuesCoordinate meetings and phone conferences between team members, consultants, and external collaboratorsCoordinate company meetings, social events, and other activitiesField phone calls while in the office and attend to mail received, organize payables for accountingManage office and kitchen supplies, including taking inventory, ordering/shopping, and stockingManage communications to the Board of Directors, including executing documents via DocuSign and calendaring Board and Board committee meetingsAssist with document control, including routing Change Orders for signatures, Nondisclosure Agreements (NDAs), and contractsEvaluate services and the costs of select vendors and assist Operations with vendor/product approval process at new customer and/or clinical sitesAssist with internal document audits and organization of the company's electronic filesSchedule interviews and track hiring candidatesAssist in onboarding/offboarding new team members, including desk setup, swag, coordinating with IT on computer and software needs and setupPerform other duties, as neededQualifications:
3+ years of experience as an Executive Assistant and/or Office ManagerHigh School Diploma / GEDExperience with financial and/or HR-related reportingExperience planning corporate eventsExperience managing and coordinating global travel arrangementsComputer savvySolid problem solving and time management skillsExceptional phone etiquetteGreat interpersonal skillsExcellent communication skills (written and verbal)Strong attention to detailHighly organizedDesired Skills:
5+ years of related Administrative experienceAssociate's and/or Bachelor's DegreeWorking knowledge of QuickBooks