Who we are:

Calico is a research and development company whose mission is to harness advanced technologies to increase our understanding of the biology that controls lifespan, and to devise interventions that enable people to lead longer and healthier lives. Executing on this mission will require an unprecedented level of interdisciplinary effort and a long-term focus for which funding is already in place.

Position description:

We are seeking a highly-organized, dependable, energetic, and analytical individual to provide executive-level administrative support to the Head of Project Team Leaders, Project Team Leaders, and Project Management teams. Candidates must be comfortable in a fast-paced, start-up environment where collaboration is key to building both the organization and the culture. You will manage a variety of projects simultaneously, which requires strong multi-tasking skills, savvy business judgment, and the communication skills needed to effectively interact with a variety of people and job functions.

 Responsibilities (including but not limited to):

• Closely collaborate with the administrative team to seamlessly provide real-time support for all administrative issues as they arise
• Manage multiple complex calendars with unique scheduling requirements including multiple time zones
• Plan and manage internal and external meetings including scheduling, drafting agendas, follow-up meetings, and preparing materials as needed
• Drive team activities including staff meeting agendas, social events, supply ordering, catering, and other key logistics
• Work closely with IT for video conferencing needs
• Schedule complex domestic and international travel in Concur including flights, hotel, and ground transportation
• Create detailed travel agendas with smooth transitions between time zones
• Reconcile expenses in Concur for multiple people in multiple currencies
• Manage and track external reimbursement requests in Coupa
• Tracking and helping drive completion of key deliverables and follow up on outstanding items
• Assist with document and presentation design, writing, editing, and formatting
• Partner with the administrative team to plan and execute special projects and events
• Schedule and track annual performance review process and corporate goals
• Other duties as assigned

Qualifications:

• Bachelor’s degree or equivalent work experience is required
• Experience in a medical or academic environment is preferred
• Ability to quickly learn the organizational structure and the objectives of the team
• Technically savvy with excellent computer skills and advanced working knowledge of Google Suite (Gmail, Calendar, Drive, etc.), conferencing software (Zoom preferred), Microsoft Office, and Mac software (Keynote, Pages)
• Exceptional written and verbal communication with organizational awareness and sensitivity
• Outstanding organizational skills and the ability to prioritize and gracefully handle competing priorities while maintaining a commitment to deadlines.
• Strong interpersonal skills and the demonstrated ability to work collaboratively and independently with minimal supervision.
• High level of integrity and discretion in handling confidential information
• Self-starter with attention to detail and the ability to accurately follow directions
• Friendly and positive with a “can-do” attitude that focuses on getting the job done well