Senior Administrative Assistant

Job description

This Biotechnology company is looking for a confident, organized, proactive and tenacious Sr. Administrative Assistant to join their growing team. This is a great opportunity with lots of room for growth and great benefits offered upon conversion!

This organization is a clinical-stage biotechnology company developing precision medicines for kidney diseases. Their product candidates are being investigated in rare, severe chronic kidney disorders with opportunities for well-defined clinical pathways.

They have an opportunity for a Senior Administrative Assistant to join their growing team in Seattle. Reporting to the Manager, Administrative Services and working as part of a team of administrative professionals, the Senior Administrative Assistant will provide high level support to the CFO, General Counsel and Head of HR, along with their respective teams. This role will be a first point of contact for the Seattle office, handle complex correspondence and travel management. To be successful in this role you will need to be detail-oriented, self-initiating and provide exceptional customer service. You will be a positive and professional role model in the organization and possess good judgement, strong decision-making skills, be able to think ahead, collaborative, and have a reputation for problem-solving and troubleshooting in an evolving, fast-paced business environment.

COVID-19 PRECAUTIONS

This position is required to work onsite full-time and COVID-19 vaccinations are required; exceptions considered on a case-by-case basis.

Onside COVID-19 precautions include:

• Vaccination required
• Social distancing
• Masks worn in common spaces

RESPONSIBILITIES

• Provide day to day administrative support to the CFO, General Counsel and Head of HR as required; responsible for creating and maintaining the flow of business through proactive planning and execution of high-level administrative support to ensure a seamless experience for the three executives, along with their teams (Investor Relations sits with the other EA).
• Responsible for managing the Seattle office activities through proactive planning and excellent execution of administrative support to ensure a seamless experience for Seattle-based teams
• Proactive and strategic executive calendar management. Manage and maintain complex calendars for several executives and broader departments within the organizations on a daily, monthly, quarterly, and annual basis to ensure accurate scheduling and prioritization.
• Will provide support (including compiling agendas, scheduling and minute taking) for team meetings for leaders within represented groups
• Organize complex and extensive domestic and international travel, which requires assembling travel packets and arranging all travel logistics
• Responsible for flawless planning and execution of onsite and offsite meetings, events, and conferences
• Manage contracts and create Purchase Orders (POs), review and approve invoices and account reconciliation. Also includes timely preparation of expense reports.
• Adhere to and execute administrative procedures for the team staying within corporate policy
• Ensure a positive employee experience through the successful onboarding of new hires by making sure all necessary documents and office equipment are in place; additionally provide support to team on interview scheduling (and other admin duties as outlined in the Admin Recruitment Process).
• Backup support for other admins within team
• Provide mentorship and leadership to other admins in the division by being a role model
• Assist with other projects and work as needed and assigned
• Collaborate with other administrative staff to support department and/or company-wide events and various other initiatives as needed

QUALIFICATIONS

• 2 to 4 years in an administrative role supporting senior management in a fast-paced, technology-driven environment required
• Calendar/schedule management experience required (i.e. managing executive calendar, scheduling panel interviews, travel arrangements, etc.)
• Highly proficient in MS Office products (Outlook, Word, Excel, and PowerPoint)
• Ability to apply knowledge of the business and integrate into daily tasks to achieve successful outcomes in cross-functional projects and activities
• Excellent organizational and interpersonal skills are required
• Ability to prioritize work and deliver projects completed and on time while facing multiple distractions and interruptions
• Demonstrates and role models confidence, emotional intelligence, and professionalism
• Ability to pay close attention to detail when working with complex schedules or projects and react with an appropriate sense of urgency to situations or events that require a quick response or turnaround
• Ability to independently problem-solve to quickly resolve issues to maintain business continuity
• The ability to maintain a positive attitude with the ability to adapt quickly to changing priorities; must work well under pressure
• The desire to learn and grow with the business
• Able to work successfully in a team environment by building effective working relationships internally and externally with all levels of employees with different working styles and perspectives
• Promote the Purpose and Values of the company in all areas of responsibility, including role modeling values to other admins
• May require travel up to 2-4 times per year for company events and various projects

BENEFITS

Available upon conversion.

• Medical, Dental and Vision
• Health Savings Account, Flexible Spending Accounts (Health and Dependent Care)
• Life Insurance
• 401(k)
• Various other benefits and perks

Compensation: $25 - $30/hr DOE

Availability: Monday - Friday, typical office hours