Executive Assistant at Bay Area pharmaceutical company

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Reporting to the Chief Commercial Officer (CCO), the Executive Assistant, Commercial will provide administrative services, support and coordination to the CCO and Commercial department(s), and general administrative support to the San Bruno office and other managers.

The Executive Assistant, Commercial will:
• Provide secretarial/administrative support to the CCO and other managers
• Use business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries
• Track and follow-up on a variety of document types for review, approval and signature, including contracts, proposals, in collaboration with internal departments
• Maintain files, records, calendars and diaries for the CCO and Commercial department. This will include:
• Scheduling meetings with employees and outside vendors/consultants, ordering refreshments for meetings as appropriate, greeting guests at the front desk, and preparing and distributing meeting agendas and other documents as requested
• Proactively managing calendars– identifying meeting conflicts and proactively rescheduling meetings as appropriate
• Prepare meeting agendas which may include creating PowerPoint presentations and assembling other types of presentation material
• Distribute agendas and generate meeting minutes for internal meetings and meetings with external parties
• Participate in or lead special projects that facilitate the smooth operation of the department and/or San Bruno office that supports the overall achievement of the organizational strategies

With the oversight of the Manager, Administrative Services, the Executive Assistant will:
• Arrange business travel, hotels and other travel arrangements for office staff per Policy
• Arrange offsite meeting logistics (e.g. finding/booking offsite meeting space, booking hotel space, catering arrangements, ground transportation, etc.)
• Prepare expense reports on behalf of the CCO and other managers as requested for submission according to Policy
• Receive, screen and direct incoming calls, visitors and mail; prepare courier packages
• Maintain stock of office and kitchen supplies; inventory and order as required
• Support corporate Finance, Human Resources, Information Technology and Facilities activities as required

For full job description and requirements, see the ad on Craigslist

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