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Executive Secretary/Office Manager

Simply Biotech

Executive Secretary/Office Manager

San Diego, CA
Full Time
Paid
  • Responsibilities

    Job Description

    EXECUTIVE SECRETARY/OFFICE MANAGER - SIMPLY BIOTECH

    Are you looking for a new career opportunity with an exciting biotech company?! Then we have got the right team for you! In this role, you are responsible for the duties listed below.

    Immediate opening for an Executive Secretary/Office Manager at our client, an 'essential business', located in San Diego, CA who possess:

    • Bachelor's degree is required
    • At least 8 years' experience supporting C-level executives
    • Advanced level in Microsoft Office products
    • ERP experience a big plus!

    Email resumes to kbrace@simplybiotech.com or call 858.279.4902

    FULL DESCRIPTION:_ OUR CLIENT IS SEEKING A HIGHLY MOTIVATED AND SKILLED EXECUTIVE ASSISTANT AND OFFICE MANAGER WITH EXPERIENCE SUPPORTING BIOTECH OR PHARMACEUTICAL COMPANY EXECUTIVES. THIS POSITION WILL BE RESPONSIBLE FOR PROVIDING EXECUTIVE ADMINISTRATIVE SUPPORT TO THE COMPANY. THE EXECUTIVE ASSISTANT WILL INTERFACE WITH A WIDE RANGE OF INTERNAL AND EXTERNAL CONSTITUENTS, SO EXPERIENCE WORKING WITH C-SUITE EXECUTIVES, BOARD OF DIRECTORS, AND OUTSIDE ADVISORS AND CONSULTANTS IS REQUIRED. THIS POSITION ALSO ACTS AS OFFICE MANAGER._

    The selected candidate will further possess:

    • Hands on experience with all aspects of travel (domestic and international) including air, hotel, conference, meetings, and transportation.
    • Strong organizational skills and the ability to manage multiple and rapidly changing priorities to meet the needs and expectations of executives.
    • Exceptional written and verbal communication skills in addition to the ability to maintain relationships in a fast-paced environment.
    • Excellent skills in Microsoft Office Products (Outlook, Word, Excel and PowerPoint). Excellent record keeping, attention to detail and ability to change tasks quickly.
    • Ability to work effectively with others in a team laboratory and office environment. Must be able to master software applications and technology quickly.
    • Strong knowledge of at least one audio visual and online meeting tool for remote meetings is required. Must be a reliable, detail-oriented, and self-motivated team player.
    • Must be able to work under limited supervision.
    • Must be able to handle confidential matters with discretion.
    • Must be able to act with integrity and maturity and always present a professional image.
    • Must be able to use a high degree of tact, diplomacy, and sound judgment when interfacing with all levels of internal and external customers.
    • Proficiency in Mandarin Chinese preferred

    The selected candidate will be responsible for:

    • Perform a variety of administrative duties including:
    • Calendar management, including scheduling meetings and resolving schedule conflicts
    • Set up meetings, including WebEx, and tele/video conferencing and scheduling conference rooms
    • Assist with preparing power point presentations for meetings
    • Assemble and distribute materials for meetings, including to participants in remote locations by email
    • Interact with Board members and coordinate BOD conference calls, as well as on-site Board meetings (arrange for flight/hotel/car accommodations). In addition, responsible for preparing and disseminating materials for Board meetings and maintaining Corporate Minute books
    • Process check requests, and expense reports
    • Arrange complex travel and business itineraries, including booking flights and hotels and negotiating corporate rates with local hotels, particularly for CEO
    • Process email requests
    • Review or coordinate documents for signature
    • Manage and carry out special projects
    • Prepare, modify, and/or proofread documents, including meeting agendas, meeting materials, correspondence, articles, memos, Power Point presentations, and reports to the FDA or other regulatory bodies
    • Perform other duties as requested or required
    • Manage Company's website and updates to it
    • Perform a variety of office management duties including:
    • Coordinating facilities maintenance/repair
    • Receiving, processing, and directing mail and sending mail
    • Answering and directing phone calls,
    • Ordering and retrieving office and kitchen supplies
    • Schedule shipments via FedEx or other couriers
    • Process, maintain and file purchase orders and logs, PO receiving
    • Handle online orders through credit card purchase
    • Maintaining off-site company documents and equipment
    • Assisting HR with setting up equipment, phones, email, and offices for new hires
    • Maintaining and updating employee contact list, holiday schedules
    • Coordinating with IT consultant and maintaining IT and related equipment

    For immediate and confidential consideration, please email your resumes to kbrace@simplybiotech.com or call 858.279.4902

    More information can be found at www.SimplyBiotech.com 

    Company Description

    IT'S ALL WE DO. We believe that effective and successful recruiting must be specialized, both in industry and geography. It is the only way to truly know both companies and job seekers and the most effective way to bring them together. THE INSIDER'S NETWORK When you register with us, we plug you into an existing network of companies that don’t always post to job boards. You will have access to unique opportunities throughout the greater Los Angeles area - opportunities you won’t find on your own. THANK YOU FOR CALLING We’ve picked up that old book on customer service, dusted it off, and put it back into practice. How many times have you left a message and never heard back? How many recruiting firms have you sent your resume to who haven’t called you back promptly? At TalentZök, customer service is our priority. We return calls promptly. We don’t let you fall through the cracks. It sounds so simple yet so few know how to do it right. THE IMPORTANCE OF A FIRM HANDSHAKE There is no substitute for meeting someone in person. It is the only way to really understand people. We interview all of our candidates in person before they interview at our client companies to ensure the best possible fit. We also visit companies in person, meet the people involved in the decision, get a feel for the company culture and get a thorough understanding of the job. We won’t waste your time because we’re committed to understanding exactly what it is you’re looking for.