Job Openings

Executive Assistant

Job ID: BH408886

Category: Executive Assistant, Administrative Assistant

Specialty: Administrative

Executive Assistant

Contract to hire

Location: Brisbane, CA, 2x per week onsite

Hours: 40 hours per week, 9-5

Company Information: Biotech, 60+ ee

Interview Process: 2 video interviews

Must Haves:
-Complex calendar management  

-5+ years’ experience supporting C level executives

-Strong with MS Office, including Outlook

-Able to work both onsite and remotely

Nice to Have:

-Startup experience

-Biotech (highly preferred)

The Executive Assistant, reporting to our CEO, is an exciting opportunity for a trusted partner to proactively facilitate the smooth flow of business activities using client-service orientation, professionalism, superior organization skills, confidentiality, attention to detail, follow through, agility and forward thinking.

You will be responsible for providing executive-level support to our CEO and CFO while managing our office in close collaboration with our Administrative Team and Department Leaders within a high-growth, dynamic and fun working environment.

Specific Responsibilities

  • Managing complex calendars with utmost attention to detail, timeliness, and ensuring the schedule aligns with priorities and commitments
  • Planning and executing logistics for meetings such as all-hands, offsites, and other activities
  • Working closely with recruiting to schedule interviews
  • Providing group-level support for the team including CDA and NDA execution, vendor purchase order management, conference registrations, and expense management
  • Planning and coordinating domestic and international travel plans
  • Responding to requests for assistance from and communicate professionally with members of the Board and Investors.
  • Working closely with executives and leadership on coordination of culture and engagement initiatives including planning and logistics of company-wide events
  • Assists with creation of POs and maintenance of PO tracking
  • Creating and improving processes and procedures for various workflows/systems throughout the company
  • Developing and maintaining relationships with building management services, vendors, caterers, IT, Human Resources, Legal and Accounting
  • Initiating facility repair requests with building management and/or outside vendors and follows up through completion
  • Maintaining office seating chart and help with space planning
  • Coordinating necessary safety protocols to support a safe and healthful office
  • Initiates and performs special projects, as needed

Key Qualifications

  • 5+ years of related experience in a fast-paced corporate setting, start-up experience a plus
  • Exercises independent judgement in the completion of tasks and works with little supervision in prioritizing responsibilities
  • Must be able to handle highly confidential and sensitive information with the utmost discretion
  • Excellent communication skills and professional demeanor when interacting with executives, employees, and external partners
  • Superior organizational skills including strong attention to detail and accuracy, the ability to prioritize and organize multiple projects, meet deadlines, problem-solve, and multi-task
  • Team-oriented, can-do attitude and desire to be productive contributor to the team (no job too big or too small)
  • Proactivity and willingness to jump in when needed is essential
  • Proficiency in MS Office, Outlook Calendar
  • Ability to work effectively both onsite and remotely
  • HS Diploma or equivalent

NonHeadstart – Admin National

Contract to hire

50-57
120-130K
*if someone is overbudget, send them anyways. They are more concerned with a good profile.

Background Check: yes + 2 references

Why open: backfill. An EA who had been there for 6 years left.

Location:  Mostly remote, will need to be driving distance to the office as there could be weeks they need go in a few days, other weeks they will not have to go in at all. In general they should be comfortable commuting in 2-3 days

*Currently South San Francisco California 94080 however moving to Brisbane, CA next month.

COVID: Vaccines mandatory, masks mandatory in office

Interview Process: video interviews – 2 rounds  – ideally they want someone to start THIS WEEK.

Hours: 40 hours per week, 9-5

Backstory:

  • Supports CEO and CFO
    • CEO – charismatic, fun, kind, loves people
    • CFO – a bit more reserved
  • This role will report to the Senior Admin Executive while temp. If it goes perm, will report to the CEO.
  • There are 3 admin at the company total including this role.
  • Last person was there for 6 years and they were sad to see her go. Seems like a good place to to work.

*************Send below to the candidates************************

Executive Assistant

Contract to hire

Location: Brisbane, CA

Hours: 40 hours per week, 9-5

Company Information: Biotech, 60+ ee

Interview Process: 2 video interviews

Must Haves:
-Complex calendar management  

-5+ years’ experience supporting C level executives

-Strong with MS Office, including Outlook

-Able to work both onsite and remotely

Nice to Have:

-Startup experience

-Biotech (highly preferred)

The Executive Assistant, reporting to our CEO, is an exciting opportunity for a trusted partner to proactively facilitate the smooth flow of business activities using client-service orientation, professionalism, superior organization skills, confidentiality, attention to detail, follow through, agility and forward thinking.

You will be responsible for providing executive-level support to our CEO and CFO while managing our office in close collaboration with our Administrative Team and Department Leaders within a high-growth, dynamic and fun working environment.

Specific Responsibilities

  • Managing complex calendars with utmost attention to detail, timeliness, and ensuring the schedule aligns with priorities and commitments
  • Planning and executing logistics for meetings such as all-hands, offsites, and other activities
  • Working closely with recruiting to schedule interviews
  • Providing group-level support for the team including CDA and NDA execution, vendor purchase order management, conference registrations, and expense management
  • Planning and coordinating domestic and international travel plans
  • Responding to requests for assistance from and communicate professionally with members of the Board and Investors.
  • Working closely with executives and leadership on coordination of culture and engagement initiatives including planning and logistics of company-wide events
  • Assists with creation of POs and maintenance of PO tracking
  • Creating and improving processes and procedures for various workflows/systems throughout the company
  • Developing and maintaining relationships with building management services, vendors, caterers, IT, Human Resources, Legal and Accounting
  • Initiating facility repair requests with building management and/or outside vendors and follows up through completion
  • Maintaining office seating chart and help with space planning
  • Coordinating necessary safety protocols to support a safe and healthful office
  • Initiates and performs special projects, as needed

Key Qualifications

  • 5+ years of related experience in a fast-paced corporate setting, start-up experience a plus
  • Exercises independent judgement in the completion of tasks and works with little supervision in prioritizing responsibilities
  • Must be able to handle highly confidential and sensitive information with the utmost discretion
  • Excellent communication skills and professional demeanor when interacting with executives, employees, and external partners
  • Superior organizational skills including strong attention to detail and accuracy, the ability to prioritize and organize multiple projects, meet deadlines, problem-solve, and multi-task
  • Team-oriented, can-do attitude and desire to be productive contributor to the team (no job too big or too small)
  • Proactivity and willingness to jump in when needed is essential
  • Proficiency in MS Office, Outlook Calendar
  • Ability to work effectively both onsite and remotely
  • HS Diploma or equivalent

 

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract to Direct

Location: South San Francisco, California