Administrative Assistant IV
Spectraforce Technologies Inc
Job title: Executive Assistant & Virtual Office Manager Location: Greater Boston, MA or San Francisco, CA Duration: 6 months, potential to extend Reporting expectation: Remote but with the ability to travel for special events as needed Schedule: core business hours, can be discussed upon candidate selection Top Must Haves:
- In addition to supporting the CEO and senior leadership with traditional duties, the candidate will be the first line of contact for company phone, plenty of vendor support and the need to be agile in multi-tasking and an overall strong "can do" attitude for any special projects as assigned.
- Developing medicines that deliver transformational outcomes to patients with serious metabolic diseases. Our lead clinical program, Efruxifermin (EFX), is a treatment for non-alcoholic steatohepatitis (NASH), rapidly emerging as the leading cause of liver disease around the world. Efruxifermin is a novel long-acting fibroblast growth factor 21 (FGF21) agonist, with the potential to substantially improve the lives of patients with NASH, and other serious metabolic diseases.
- We are a team of problem solvers dedicated to pursuing bold scientific approaches to build a brighter future for patients. Our diverse skill sets and backgrounds, desire to learn from each other and collaborative spirit breed a culture where everyone feels inspired to bring their best thinking to work, and to bring out the best in others.
- Provides senior-level executive assistance to the Chief Executive Officer and Chief Technical Officer, delivering critical support to both the CE0, CTO and the broader leadership team. This role contributes significantly to the success of a key strategic unit within the company by managing a wide range of administrative functions. Responsibilities include overseeing calendars and travel logistics, preparing materials for meetings and presentations, coordinating events, and handling ad hoc tasks.
- Oversees the day-to-day operations of South San Francisco, CA office, ensuring a lean and efficient infrastructure that supports a high-functioning site. This role is accountable for maintaining streamlined administrative processes, including handling confidential tasks, ensuring compliance with Health Care Professional (HCP) interaction protocols, managing operational finance and purchasing activities, and coordinating shipping and receiving. The position also serves as the site lead for health and safety, facilities maintenance, and other operational functions essential to the success of site activities.
- Additionally, the position will be responsible for leading and completing a variety of projects that require operating with a high level of autonomy and discretion to achieve a successful conclusion under tight timelines. These special projects will be critical to the overall success of the site.
- The Sr. Executive Assistant closely collaborates with the CEO and leadership team and beyond, as well as works alongside, Finance, HR, and IT.
- It is expected that this position will also establish connections with various international stakeholders, internal and external collaborators, and team members, contributing to the cohesive functioning of the Global Business Development unit.
- Provide administrative support to the executive team:
- Prepare for meetings, presentations, and events, including preparing and confirming agendas, and recording meeting minutes
- Collaborate with leadership team
- Provide calendar management, travel arrangements, expense reports, coordination of designated correspondence and other administrative and assigned tasks
- Functions autonomously, exercises discretion and sound judgment, and works independently on a variety of assignments and special projects
- Provide support to team members for general administrative needs such as presentation development, greeting guests, and new hire onboarding
- Oversees office security, badge systems, and life safety programs; ensures compliance with facility procedures and lease/property management requirements
- Manages team needs related to multiple workspaces around the country
- Independently Managing Company phone and email and escalate to the needed.
- Prepare expense reports, manage corporate card and reconcile purchase from across the organization
- Performs a range of administrative tasks related to operating, including invoicing, data entry, expense reporting, and vendor management, shipping and receiving,
- Designs, plans, and executes moderate to large scale meetings, off-sites, conferences (e.g. Company Meetings, All Hands), and other local and global events
- Leads additional complex projects within the site with a cross functional nature that arise on an ad hoc basis
- Maintains a proactive, can-do approach to projects and tasks beyond those specifically outlined.
- 0-5% overnight travel required
- A high school diploma or GED required
- A minimum of 8 years of advanced administrative or related experience required; advanced training or administrative certification preferred
- Ability to handle complex sensitive and confidential information
- Ability to interact with all levels inside and outside of the organization along with HQ and global affiliates
- Ability to manage multiple complex priorities
- Proficiency in driving and handling administrative processes, IT systems, budget and expense handling, event planning, and coordination
- Ability to work effectively with tight deadlines on multiple projects and with different stakeholders
- Strong organizational skills and attention to detail
- Proactive, adaptable, and flexible mindset
- Excellent communication skills in English, both written and verbal
- Capacity to work independently and collaborate remotely
- Reliability, loyalty, and service-minded approach
- This role will not only encompass the Executive Assistant-type duties, but may include other functions, such as: contracting help, procurement, searching out a "WEwork" space for shipping/receiving
- This will involve lots of vendor support
- The candidate will be the first line of contact for the company phone
- Because of the unique situation (all employees are remote) the team needs some that is flexible with a CAN-DO ATTITUDE.
- This is not a traditional role only supporting upper level executives, there will be "project/tasks as assigned" work as well.
Vacancy posted 12 hours ago
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