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Executive Assistant / Project Manager - Human Resources

San Francisco, CA | Direct Hire

Job ID: 57129 Position: Administrative/Clerical/Support, Human Resources Branch: San Francisco

Our client has an exciting opportunity responsible for executive administrative support and project management/coordination for the Executive Vice President of our Human Resources function. This role will be a mix of traditional Administrative work along with project management/coordination. We are looking for applicants who have a constant record of high achievement, professionalism, reliability, and excellent organizational skills. Position is based in San Francisco with occasional travel to Foster City as required.

Essential Functions 
  • Schedule meetings through Outlook, secure call-in numbers, prepare meeting agendas and manage attendance registration and logistics
  • Manage all scheduling, event planning, and maintain a clear and concise calendar
  • Provide administrative support for day-to-day operations as well as individual projects.
  • Assist with office management within department – including ordering and receiving of office supplies, catering, etc.
  • Assemble and manage meeting presentations through Skype, Acano and WebEx
  • Assist with conference room scheduling across the office
  • Act as a liaison, problem solver, and facilitator as the first contact for the EVP
  • Serve as point of contact for all office visitors (including company personnel) and deliveries
  • Arrange domestic and international travel, complete travel expense reports, and manage logistics of travel-related activities
  • Expense management: Handle expense reports and reconciliation on behalf of the executives and their teams
  • Assist HR with candidate interview schedules
  • Document maintenance: Maintain communications process documentation, distribution lists, asset library and message archives
  • Manage agreements, contracts and invoicing with outside consultants and contracts; establish PO’ s and work agreements
  • Meetings and Events support: Participate in the planning and execution of department meetings and employee engagement events including assistance with meeting agenda and presentation, securing offsite meeting venue and arranging team activity and catering
  • Arrange outside employee and vendor/visitor company visits
  • Participate as needed on other projects to solve complex problems regarding project, department or division-related work. Analyze problems, determine approach, compile and analyze data, and prepare reports/recommendations
  • Activity reporting: Create and maintain weekly/monthly/quarterly department reports that document team activities
Qualifications
  • Bachelor’ s degree in Business, project management or related field
  • A minimum of 6 years of advanced administrative/project executing experience supporting senior level management
  • Advanced experience with Microsoft Office (Outlook, Word, PowerPoint, Excel)
  • Positive can-do personality and ability to see the big picture
  • Ability to work in a fluid environment where assignments are time sensitive and can change frequently
  • Ability to partner and work cooperatively with all levels from Executive Leadership and Senior Management
  • Highly organized, detail-oriented self starter who is resourceful and can think outside the box
  • Strong organizational skills and the ability to be extremely flexible while managing conflicting, shifting, and competing priorities with minimal supervision
  • Exceptional project management capabilities
  • Strong communication skills (written and verbal), with the ability to effectively communicate and collaborate with a diverse range of people and job functions
  • Understand the broader organization, build relationships and know how to get things done quickly
  • Build strong working relationships with other executive admins, team members and staff
  • Effectively and successfully respond to problem situations and prioritize issues
  • Self-motivated with the ability to exercise independent judgment with minimal direction from senior management
  • Demonstrated ability to anticipate issues that may arise while taking initiative and acting with a high level of sense of urgency
  • Customer and employee focused mindset
  • Familiarity and comfort using internal systems for travel, purchase orders, service request management and internal portals
  • Strong interpersonal and collaboration skills

 

Wollborg Michelson is an Equal Opportunity Employer

Heather Keller
Vice President of Operations

Heather has over twelve years of pharmaceutical and medical device staffing and consulting experience gained from roles with global staffing and professional services firms. Heather's focus is on strengthening client relationships to become a trusted partner and talent advisor. Heather’s expertise includes developing creative and efficient sourcing and recruitment processes, uncovering channels of top talent for hard to fill roles and optimizing organizational design in order to deliver top talent to clients. Prior to joining the staffing industry, she conducted biomedical research and conducted drug target validation studies. Heather has a bachelor of science in Biological Sciences from UC Davis with an emphasis in Neurobiology, Physiology and Behavior.

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