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Executive AssistantPosted by: ChemoCentryx
Posted date: Oct-01-2019
Location: Mountain View, CA
Our Administrative Assistants are the glue that keeps our team together and the driving force that keeps our business moving forward. Reporting directly to the Senior Vice President, Head of Commercial, the Executive Assistant will be part of an impactful group that keeps our executives well supported. In this role, you will handle a variety of professional assistance responsibilities to support the Senior Vice President, Head of Commercial and other members of the senior management team.
This role requires a strong attention to detail, lots of flexibility, keen insight and resourcefulness, and the ability to juggle projects with aggressive deadlines. This position requires a rapid pace, clear communications, a high level of discretion, critical thinking and impeccable judgement in handling sensitive and confidential information with advanced organizational and prioritization skills necessary for multitasking and keeping the Senior Vice President, Head of Commercial and senior management team members on track, on time, and informed in real-time.
Essential Duties and Responsibilities
Support Vice President-level Senior Management Team Members with calendaring, meeting prioritization, planning and coordinating off-site meetings and team events, booking travel and accommodations; attending team meetings as requested, assisting with clinical filings, and other tasks as assigned by the Executive(s)
Maintain confidential files and contact information, process expense reports, ensure contracts and agreements are executed and routed appropriately.
Provide coverage and support to other group administrators and partners with other support functions
Responsible for organization and maintenance of reception area, conference rooms and office supply room with other group administrators
Prioritize conflicting needs; handles matters expeditiously, proactively, often with deadline pressures.
Presence in the office Monday through Friday, with the willingness to respond after hours and on weekends as needed
High School education required; Bachelorās Degree highly preferred
Typically requires a minimum of 5+ yearās general administrative experience, or equivalent combination of experience and college level education.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
Be a trusted partner, maintaining confidentiality and professionalism in all situations.
Proven success building and maintaining relationships of trust, respect, and support with other administrative assistants
Demonstrated poise, tact, and confidence when dealing with executives at the highest level in the company
Discretion, diplomacy and excellent judgment; high degree of integrity when dealing with confidential and sensitive information
Independent professional with strong analytical skills with ability to make critical decisions with limited guidance in support of Senior Vice President, Head of Commercial and other executives
Strong verbal and written communication skills to interface with internal and external partners
Be detail-oriented with high attention to detail, organization, and process
Approachable, resourceful, a creative problem-solver, quick on your feet, out-of-the-box thinker
Resilient, ability to manage multiple projects and deliver quality work to deadlines
Supporting VP / SVP / C-Level Executives in a fast-paced and dynamic environment a plus
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