Executive & Administrative Business Partner

Key Responsibilities:

• Proactively schedule, coordinate and manage meetings/conference calls and related activities including all meeting logistics such as: availability for attendees, meeting room and equipment set up, catering orders, set up and break down, meeting materials preparation and distribution, taking meeting minutes as requested. Work with functional leads to resolve timing conflicts to ensure appropriate attendance.
• Arrange all details for offsite meetings (book hotel, make restaurant reservations, choose food for catered meals, reserve audio visual equipment, research and schedule team-building events).
• Assist with business travel planning and coordination as needed per company travel policy. 

• Assist with expense reports for submission to company application.
• Assist in the preparation of documents, flowcharts, organizational charts and presentations.  
• Order and maintain department office supplies.
• Coordinate with IT to resolve computer and other technical issues.
• Participate in onboarding activities of new hires working cross functionally with each department.
• Attend and participate in team, department and management meetings on-site and off-site, as applicable.
• Position will be primarily an onsite position working from the Redwood City office allowing for some flexibility for optimal cross-functional interdepartmental interaction and support.
• Coordinate and support leadership team calendars, department calendars and ensure that all team/staff meetings are planned and prepared.
• Assist Human Resources with daily administrative tasks and projects as needed.
• Assist in scheduling and facilitating interviews for candidates both remotely and onsite as needed

Qualifications:

• Must have experience working within a growing biotech pre and post product launch.
• Ability to handle competing priorities and tight deadlines simultaneously while maintaining quality. 

• Ability to multi-task and be proactive in identifying potential issues and providing assistance where needed. Attention to detail is essential.
• Must have expertise in Outlook and using standard office software applications, including Microsoft Office (proficient in Word, including PDF Forms development experienced, PowerPoint, Excel, Concur, and SharePoint) as appropriate for the function supported.
• Excellent communication, customer service and interpersonal skills.
• Reliable and able to work well independently and work well in a team.
• Quick learner and able to work proactively on most tasks, following established guidelines.  
• Experienced in working with information that is confidential.
• Minimum 5 years of related experience in an Administrative Assistant role supporting a large team of people.