- Plan and organize both internal and off-site events and meetings, including selecting venues, developing agendas, coordinating travel, meals, etc.
- Draft emails/letters, prepare agendas, slides, and summaries for internal and external meetings.
- Coordinate executive communications with employees and clients.
- Scheduling and planning, anticipating needs and proactively and effectively managing time accordingly.
- Vendor management – open POs, contracts, process invoices for payment, etc.
- Work closely and effectively with the leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Represents executives in interactions with both internal and external stakeholders daily, operating with efficiency, enthusiasm, and professionalism.
- General administrative duties such as maintaining filing system, copying, faxing, etc.
- Assistance with onboarding of new hires, vendors, and contractors.
- A tenacious yet flexible problem-solver with an ability to manage complex tasks, prioritize competing demands and meet deadlines.
- Utilizing discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality sustaining a level of professionalism among staff and clientele.
- All other duties assigned.
Responsibilities
- Act as the point of contact among executives, employees, clients, and other external partners
- Support executive with complex calendar management, prioritizing commitments, and global travel arrangements (planning itineraries, developing agendas, meeting materials and reporting expenses).
- Manage information flow in a timely and accurate manner.
- Manage executives’ calendars and set up meetings.
- Make travel and accommodation arrangements.
- Act as an office manager by keeping up with office supply inventory.
- Format information for internal and external communication – memos, emails, presentations, reports
- Take minutes during meetings.
- Screen and direct phone calls and distribute correspondence.
- Organize and maintain the office filing system.
Requirements and skills
- Work experience as an Office Assistant, Personal Assistant, or similar role
- Excellent MS Office knowledge (Outlook, PowerPoint, Excel)
- Outstanding organizational and time management skills
- Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
- Discretion and confidentiality
- Strong written and verbal communication skills
- Bachelor’s degree highly preferred.
Qualifications
- 5+ years related experience working in a high-growth and fast-paced environment.
- Experience in the biotech or pharmaceutical industry is a plus.
- Superior organizational, administrative, analytical skills and exceptional attention to detail.
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Ability to Relocate:
- Los Angeles, CA 90025: Relocate before starting work (Required)
Work Location: In person