Job Description

Senior Executive Assistant

Reporting to Chief accounting officer and support SVP FP&A

Contract: June – November

Hybrid (please see details below)

Job Summary

We are seeking a highly organized and proactive Executive Assistant to support our leadership team in a fast-paced pharmaceutical environment. The ideal candidate will excel in calendar management, document processing, and administrative coordination, ensuring seamless operations for executives and team members. This role requires strong attention to detail, discretion, and the ability to handle multiple priorities with efficiency.

Key Responsibilities

Calendar and Meeting Management :

• Manage complex executive calendars, including scheduling team meetings and confirming office bookings every Thursday. Coordinate in-person team meetings and facilitate bi-weekly leadership meetings, including taking and distributing meeting minutes.

Document and System Administration :

• Facilitate document signatures via DocuSign, including assigning delegate or temporary access as needed.
• Administer the Coupa system to create purchase orders, manage suppliers, and assign delegate access.
• Process documents for Gatekeeper and assist with quarterly Flux sign-off and TopSheets signature collection.
• Provide access to Egnyte Admin Finance folder and manage user permissions.

Financial and Banking Support :

• Provide quarterly user access reports for SVB Online Banking and assist employees with corporate credit card issues.
• Support Concur for expense reporting and Zoom for virtual meeting coordination.

Onboarding and Offboarding :

• Assist with onboarding and offboarding processes for new team members and contractors.

Mail and Office Coordination :

• Distribute mail weekly in-person at the office every Thursday, sorting and filing mail for the accounting department as needed.
• Place sorted mail in designated file holders in the accounting file cabinet.

Team Support and Events :

• Handle ad hoc requests, including lunch orders for team meetings, mailing packages, and printing.
• Coordinate team-building events, lunches, dinners, and other team activities.

Quarterly and Periodic Tasks :

• Support quarterly 302 Assessments.
• Attend quarterly Admin Meetings and Go Team Meetings to ensure alignment and communication.

Qualifications

• Bachelor’s degree or equivalent experience in business administration or related field.
• 5+ years of experience as an executive assistant, preferably in pharmaceuticals or a highly regulated industry.
• Proficiency with SVB Online Banking, Coupa, DocuSign, Concur, Zoom, and Egnyte.
• Exceptional organizational skills and attention to detail.
• Strong communication skills, with the ability to interact professionally with internal teams and external stakeholders.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Comfortable working in-person at the office on Thursdays and as needed for team events.
• Experience with purchase order creation, supplier management, and document processing systems.
• Ability to multitask and prioritize in a dynamic, fast-paced environment.

Work Environment

• This role requires in-person presence at the office every Thursday in San Francisco for mail distribution and office bookings, with additional in-person attendance for team meetings and events as needed.
• As needed at the Palo Alto office if there is a lunch meeting or need a wet signature on some urgent legal paperwork (most likely twice a month).

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