Office Manager / Executive Assistant

Our client is a leading venture backed pharmaceutical company focused on the research, development and commercialization of novel, proprietary products for the acute treatment of central nervous system conditions. Their products are designed to deliver a drug aerosol to the deep lung, providing rapid systemic delivery and therapeutic onset, in a simple, non-invasive manner. This is a great opportunity to get introduced to a growing Bay Area Pharma company and learn new processes.

Responsibilities:
 
Document Management

• Create CDA’s, print, process for signatures, track, distribute, file
• Patents and Trademark filing – electronic and hard copy
• Maintain DOB and DOH files for tracking staff acknowledgements
• Maintain GMP purchasing Log
• Update ORG chart/phone list/ seating chart as needed

 
Staff Support

• Lunches – order, prep set up, breakdown - Wednesday staff lunches/ guest lunches
• Purchase, organize, set up, clean up for employees’ birthdays
• Office and kitchen supplies – track inventory, order, search, stock, distribute
• Amex – track expenses, maintain records, prep expense reports
• Vendor liaison – fruit, mats, lab coats, recycling/ garbage, security, yoga, janitorial, clean room, lunch
• Work closely with the employee activities and community relations committee and handle logistics for all hands-on meeting and staff events

 
Administration Support

• Research credits and duplicate shipments, create check requests
• Distribute mail daily
• Problem solve facility issues 
• Lab supplies –restock supply room
• Support VP of Finance and EA support to all Exec Team Members
• Dinner/ hotel reservations
• Issue temporary key cards to visitors/ staff
• Monitor janitorial staff
• Assist calendaring for ET and HR
• Create fed ex shipments
• Interface with NICE America as needed, monthly rent invoices, facility issues, badge issues

 Requirements:

• Strong skills in word processing, calendaring systems, spreadsheets and databases
• Ability to multi-task, work in a fast-paced environment and seek input on prioritization as needed
• Excellent time management skills
• Hands-on, can-do attitude
• Self-starter
• Ability to work independently and as a member of the team
• Able to make high level contacts of a sensitive nature inside and outside the company
• Handle highly confidential and sensitive information
• Collaborative and can interface effectively with all levels of internal and external staff
• Intermediate/Advanced MS Suite experience - Word, Excel, and PowerPoint
• Strong written and verbal communication skills including excellent proofreading and editing skills
• Strong attention to detail and confidentiality

Education and experience:

• At least 5 years administrative experience in biotech or high-tech company with at least 4 years of experience supporting multiple executives, including CEO, CFO, SVP/VP’s
• BS degree or equivalent preferred

SALARY & BENEFITS
This position offers full-time benefits, including a comprehensive benefits package. This position provides an opportunity for growth. Salary will be commensurate with education and experience.
 

TargetCW is an equal opportunity employer. We do not discriminate on the basis of age, ethnicity, gender, nationality, religious belief or sexual orientation.your information will be kept confidential according to EEO guidelines.