Executive Assistant, Software & Bioinformatics, Sequencing

United States, California, Pleasanton
United States, California, Belmont

Responsibilities

  • Reporting to the VP and Software and BioInformatics teams.
  • Supports assigned manager and team with a variety of routine to advanced administrative and operational activities including but not limited to scheduling and coordination of onsite/offsite meetings and/or larger scale events, coordinating domestic and international travel and conference calls, channeling communication and/or materials.
  • Provides support on editing and formatting departmental documents such as memos, reports, presentations and legal documentation that may require data gathering from multiple components.
  • Coordinates the preparation of department budget, monitors expenses against budget, researches and analyses discrepancies, creates and submits purchase orders and compiles expense reports.
  • Streamlines and reduces unnecessary administrative or operational burdens from manager and other team members.
  • Serves as the department lead on new systems, processes and training compliance. Serves as the departmental “go-to-person” for general operational or administrative inquiries, requiring broad knowledge of departmental and organizational policies and procedures.
  • Supports the training and onboarding efforts for new staff on administrative processes, systems, practices, tools, etc.
  • Coordinates interview scheduling, office moves, office supply management and vendor relationships.
  • Represents the department in a highly polished and professional manner.
  • Participates in administrative project initiatives within or outside department/functional area.
  • Provides back-up support to other teams as necessary, demonstrating flexibility, adaptability and positive demeanor in the face of change.
  • Actively participates in internal company meetings with other administrative professionals, finds ways to apply new methods of working, improvements in work processes and supports an exchange of ideas among colleagues.
  • Stays abreast with emerging knowledge and trends in administrative practices and collaborates with colleagues beyond own department.
  • Flexibility to travel/work in other Bay Area sites.