Administrative Assistant

CONTRACT : 6 months

MUST HAVES:

• High School diploma required, bachelors degree preferred; Or equivalent education and relevant experience
• Minimum two years of administrative or operational support experience in a fast-paced environment
• Clerical & technical Proficiency: Working knowledge of clerical procedures and administrative processes within cloud-based systems
• Microsoft Office & Scheduling Expertise: Advanced proficiency in Microsoft Office Suite, particularly PowerPoint and scheduling software

SUMMARY :

The Administrative assistant provides coordinated administrative and operational support to the Executive Assistant (EA) team and broader organization, ensuring efficient day-to-day operations. This role executes a variety of administrative, logistical, and coordination activities in a fast-paced environment, requiring strong organization, attention to detail, and the ability to manage multiple priorities with moderate guidance.

DUTIES AND RESPONSIBILITIES :

• Provide administrative support to the EA team, managers, and staff, supporting daily operational needs.
• Coordinate scheduling and conference room calendars, including resolving routine conflicts.
• Assist in arranging logistics and travel for managers, consultants, and external guests, as needed.
• Perform clerical and administrative tasks, including document management, supply ordering, and contract processing.
• Process expenses, purchase requisitions, and basic financial transactions in coordination with internal systems.
• Coordinate logistics for internal and external meetings and events of varying size and complexity.
• Support onboarding logistics and coordination for new employees in partnership with HR.
• Manage front desk and visitor coordination, including enforcing check-in protocols and directing guests.
• Provide backup receptionist coverage and general administrative support as needed.

EDUCATION AND EXPERIENCE :

• High School diploma required, bachelors degree preferred; Or equivalent education and relevant experience
• Minimum two years of administrative or operational support experience in a fast-paced environment.
• Experience supporting cross-functional teams and interacting with external partners preferred.
• Life sciences or healthcare environment experience preferred.

JOB SPECIFICATIONS :

• Coordination: Ability to execute administrative and logistical activities across multiple stakeholders with accuracy and timeliness.
• Organization: Exceptionally organized, with the ability to maintain clarity, structure, and order in dynamic environments.
• Professional Communication: Highly skilled in clear, professional, and effective written and verbal communication across all organizational levels, cross-functionally, and with external stakeholders and vendors.
• Prioritization & Task Management: Proven ability to remain focused while managing and prioritizing multiple requests, tasks, and responsibilities concurrently.
• Collaboration: Team-oriented mindset with the ability to operate effectively in shared support models.
• Customer Orientation: Service-focused approach that emphasizes responsiveness, professionalism, and relationship management.
• Confidentiality & Ethical Judgment: Demonstrated ability to maintain strict confidentiality, exercise sound discretion in sensitive matters, and uphold the highest ethical standards and professionalism.
• Adaptability: Comfort operating in fast-paced environments with shifting priorities and evolving needs.
• Clerical & technical Proficiency: Working knowledge of clerical procedures and administrative processes within cloud-based systems.
• Microsoft Office & Scheduling Expertise: Advanced proficiency in Microsoft Office Suite, particularly PowerPoint and scheduling software.
• On-Site Work Requirement: This role is a daily, on-site position based in San Diego with the ability to travel occasionally.

WORKING CONDITIONS

• General Office Environment. This is an indoor position that requires sitting at a desk for extended periods of time and the ability to type and use a computer. The noise level in the work environment is usually quiet to moderate.

PHYSICAL DEMANDS

• While performing the duties of this Job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• These work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodation may be made to enable people with disabilities to perform the essential functions of the job.