Administrative Assistant

Position Summary

The Administrative Assistant provides administrative support the Vice President, Manufacturing. You will report to the Vice President, Manufacturing and will be based onsite in Santa Monica, CA.

Responsibilities

• Calendar management - Coordinate all aspects scheduling, ensuring priorities are determined
• Help with preparation/prepare materials, and distribute with agendas to attendees
• Set-up room (projectors, conferencing capabilities, internet access, power cords, video monitor, chart paper, markers).
• Record meeting minutes or coordinates meeting minutes - approvals, and dispersal to applicable departments.
• Handle all aspects of travel arrangements for domestic and international travel, often coordinated with other team members – air and ground transportation, accommodations, coordination of meeting times with travel times.
• Expense report tracking and filing
• Candidate liaison for interviews – scheduling, interview materials, travel and expense reimbursement, hosting of candidate.
• Arrange location, reservation, and refreshments and communicate event details to staff
• Create, proofread, and edit professional documents (PP presentations, letters, meeting materials) for formatting, graphics inclusion, references, footnotes and distribute with agendas to attendees
• Manage administrative policies
• Administrative purchasing (office supplies, copier systems, break room)
• Office tasks such as maintaining records, performing basic bookkeeping
• Coordinate other business-related responsibilities with administrative staff in US and The Netherlands

Education and Experience

• High School Diploma with 10 - 12 years administrative assistant experience, including internal and external interactions (customers, vendors, visitors, investors, partners), with at least 5 years supporting executive-level management; or equivalent combination of education and experience
• Biotech or pharmaceutical experience
• Demonstrated experience with complex international and domestic travel arrangements
• Equivalent experience and in-depth knowledge of company operations
• Event planning and meeting planning experience
• General knowledge of business policies, Corporate Governance, BOD function and process, partners, financial constituencies, PR/Govt affairs constituencies for private companies
• Knowledge of, and proficiency in Excel, and Adobe PDF, and web searches (for creating and editing memos, letters, reports with tables, tabulations, merge documents, spreadsheets with formulas, presentations with graphics)
• Ability to discover needs and implement solutions, both independently and using established procedures

When we put unexpected teams in the same room, we fuel bold thinking with the power to inspire life-changing medicines. In-person working gives us the platform we need to connect, work at pace and challenge perceptions. That's why we work, on average, a minimum of three days per week from the office. But that doesn't mean we're not flexible. We balance the expectation of being in the office while respecting individual flexibility. Join us in our unique and ambitious world.

The annual base salary for this position ranges from $71,000 to $86,000. However, base pay offered may vary depending on multiple individualized factors, including market location, job-related experience. If hired, employee will be in an "at-will position" and we reserve the right to modify base salary (and any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

#LI-Onsite

Benefits

• Short-term incentive bonus opportunity
• Equity-based long-term incentive program
• 401(k) plan
• Paid vacation and holidays; paid leaves
• Health benefits including medical, prescription drug, dental, and vision coverage.