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Administrative Assistant

South San Francisco, California | Contract

Job ID: 54830 Position: Administrative/Clerical/Support

 

A well established pharmaceutical company is looking for a well-organized, energetic, positive thinking Administrative Assistant. This positions performs general office duties as well as provides administrative support to the senior management and the executive administrative teams. This is a contract position until the end of the year, with a possibility of extension.

Responsibilities
  • Represent the company in a positive and professional manner as the Front Desk associate.
  • Coordinate meetings, events, order catering and logistical arrangements
  • Assist the Senior Clinical Team with various administrative tasks.
  • Assist with coordination and logistics of Management, Executive, and Board Meetings
  • Assist with monthly employee gatherings (town halls, happy hour)
  • Completing and submitting expense reports
  • Calendaring, coordinating meetings
  • Set up travel arrangements
  • Create and submit vendor documentation to finance team
  • Assist Executive Assistants for special projects or as needed
  • Set up and clean up catered meals for meetings or events
  • Escort visitors to meeting rooms
  • Bind/Copy/Scan documents
  • Enter contacts into databases
  • Work with HR to schedule interviews/meetings
  • Assist with office and facilities management
  • Maintain and order office and kitchen supplies
  • Control incoming and outgoing correspondence (i.e. mail/UPS/FedEx)
  • Maintain general office appearance, such as tidiness and upkeep of common areas, kitchen and conference rooms
  • Resolve day-to-day administrative and operational issues

Qualifications 
  • 2+ years receptionist and/or administrative experience in a corporate setting
  • Team Player attitude, excited to be part of an administrative team
  • Proactive self-starter with the ability to keep up with fast paced environment
  • Detail-oriented
  • Ability to multi-task and change priorities quickly
  • Excellent written and verbal communication skills
  • Strong Excel, Word, PowerPoint and Outlook experience
  • Dependable and reliable
  • Concur and/or NetSuite experience is a plus

Norman Biado
Direct Hire Recruiter

Equal parts confident impresario, steely competitor, and completely awkward nerd, Norman is a character unto himself. His laid back and easy-going demeanor belie a passionate and determined individual. A self-proclaimed Han Solo-type, Norman brings his unique and compelling personality to any situation, all for the betterment of his team and the people around him. A straight shooter through and through, his undaunted approach to life has led to success in all of the ventures he has undertaken. He is ecstatic to represent an amazing firm like Wollborg Michelson, and looks forward to continued success with both amazing clients and all-star candidates.

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