Description

Position Summary:

The Executive Assistant will directly support the Chief Medical Officer (CMO) and the Leadership Team The ideal candidate will be comfortable in a fast-paced mission-focused culture and is energetic and enjoys learning. This position will require strong attention to detail with the ability to understand big-picture needs and priorities, as well as exceptional communication skills, both written and verbal. The role requires a high degree of collaboration with the CMO, other Leadership Team executives and their team members across the organization. This position will coordinate and support the CMO’s participation in scientific meetings, healthcare conferences and investor/banking meetings, participate in the local Site Team and event planning and assist with other corporate events. This role is ultimately responsible for ensuring the CMO and the Leadership Team are operating as effectively and efficiently as possible and requires a candidate capable of prioritizing workflow, maintaining strict confidentiality, and who consistently operates with the highest degree of professionalism in representing the office of the CMO.

Job Description:

• Actively manage executive calendars to ensure the highest priorities are getting the appropriate attention and that important details are well-managed.

• Plan and manage all details of executive business travel and logistics and expense reimbursement as requested.

• Be the CMO’s right hand to ensure the executive is fully prepared for meetings, and ensures appropriate meeting follow up.

• Partner with the Legal Team to execute and track non-disclosure agreements and contracts as required.

• Participate with the San Diego site team and participate in site event planning and management. Create or enhance processes for the team and broader organization, as requested.

• Assist in the preparation of Board materials, All Hands meeting materials, and other materials of executive importance, as needed.

• Handle sensitive and confidential information with the utmost care.

• Represent the Office of the CMO with professionalism, flexibility, and composure. Support functional and governance meeting and calendaring, as needed.

• Work collaboratively with other executive assistants and facilities team members

• Travel with the team to important industry meetings to coordinate the venue for the team

• Keep track of important consulting forms

• Coordinate meetings with investigators

• Keep track of travel related expenses and expense reports

Additional Skills & Qualifications

Qualifications:

•\t7+ years of experience required

•\tExperience coming from Biotech

•\tExperience with Microsoft Office Suite (Having experience to upload Excel and Powerpoint into a teleconference room is a bonus point)

•\tExperience with Catering orders for the company – for all big meetings – 2 people + 10+ etc.

Knowledge, Skills, and Abilities:

•\tTechnical knowledge in area of support (Medical, Biotech, Legal terminology, and procedures)

•\tAdvanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software

•\tProficiency in collaboration and delegation of duties

•\tStrong organizational, project management and problem-solving skills with impeccable multi-tasking abilities

•\tExceptional interpersonal skills with a professional, friendly demeanor

•\tHighly self-motivated, professional, collaborative, and capable of managing their own workload and prioritizing tasks in a fast-paced start-up environment.

•\tAbility to work across teams and with a variety of projects and constituencies

Work Environment

On-site Monday – Friday 8am – 5pm

170 Harbor Way, South San Francisco, California, 94080, United States

Pay and Benefits

The pay range for this position is $50.00 - $70.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in South San Francisco,CA.

Application Deadline

This position is anticipated to close on Feb 27, 2025.

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\n \n About Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

\n Diversity, Equity & Inclusion\n

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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