Executive Administrative Assistant

Executive Administrative Assistant
Location: South San Francisco, CA
Pay rate: $35/hr
Shift: Regular hours - Onsite (may transition to 3 days onsite per week)

Job Summary

Join our dynamic Translational Safety team as an experienced administrative professional, providing high-level support to Director-level leadership and their immediate functional areas, including Toxicology, Pathology, and/or gRED Nonclinical Operations (gNO). This role enables scientific and operational success by delivering proactive, reliable, and strategic administrative assistance in a complex and highly collaborative environment.

Key Responsibilities

• Manage and optimize multiple complex calendars, ensuring seamless scheduling and prioritization of meetings and critical events
• Act as a key point of contact, facilitating timely, clear, and effective communication across the team and with cross-functional partners
• Coordinate logistics for onsite and offsite meetings, conferences, and team-building events, including vendor engagement and material preparation
• Arrange domestic and international travel, and manage related conference and event attendance
• Process invoices, payments, and expense reports using standard corporate tools, ensuring accuracy and compliance with company policies
• Continuously identify opportunities for process improvements, offering practical recommendations that enhance administrative efficiency
• Exercise sound judgment and discretion in managing sensitive and confidential information
• Maintain and update records and tracking tools using various computer applications (e.g., Microsoft Office Suite, Google Workspace)
• Serve as a valued department resource, providing support and guidance to staff and acting as a liaison with other administrative teams
• Provide backup coverage to administrative colleagues as needed
• Foster a strong customer service focus and collaborative team participation
• May assume responsibility for coordinating and assigning administrative work within the team
• Carry out other duties as assigned to support departmental and organizational goals

Qualifications

• High School Diploma required; BS/BA degree preferred
• 5-10 years of demonstrated administrative experience or equivalent transferable skills
• Proven expertise in all aspects of administrative support
• Ability to manage both routine and ad-hoc assignments independently, with minimal supervision
• Advanced proficiency with Microsoft Office Suite, Google Workspace, and other relevant software applications
• Exceptional organizational, prioritization, and multitasking skills, with attention to detail
• Strong written and verbal communication skills, with the ability to interact effectively with all levels of staff and leadership
• Collaborative approach, with the capacity to build productive working relationships both within and outside the immediate organization
• Experience in supporting project teams in the biotechnology, life sciences, or pharmaceutical industry is a plus, especially within Genentech or similar environments

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