ADMINISTRATIVE ASSISTANCE-REMOTE POSITION

Executive Assistant & Virtual Office Manager
Remote but with the ability to travel for special events as needed
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.

We are a team of problem solvers dedicated to pursuing bold scientific approaches to build a brighter future for patients. 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.
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:
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
Virtual Office Management:
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,
Special Project Leadership:
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 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
Proactive, adaptable, and flexible mindset
Excellent communication skills in English, both written and verbal
Capacity to work independently and collaborate remotely
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
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.