Executive Assistant

Executive Assistant

W2 Contract-to-Hire

Salary Range: $93,600 - $114,400 per year

Location: South San Francisco, CA - Onsite Role

Job Summary:

As an Executive Assistant, you will provide personalized and timely support to executive members, handling all duties with high integrity, professionalism, and confidentiality. This role requires flexibility, keen attention to detail, and the ability to roll up your sleeves and participate in various tasks and projects to deliver success.

Duties and Responsibilities:

• Maintain all employee BARDA timecards.
• Maintain Org charts.
• Greet visitors.
• Primarily support the CEO and General Counsel as well as other executives.
• Organize and coordinate both internal and external meetings and events.
• Schedule meetings and draft meeting agendas and meeting minutes.
• Help follow up on action items from meetings.
• Assist in Talent Acquisition Coordination (interviews, etc.) when needed.
• Support ad-hoc requests, often on short notice.
• Track department supplies and manage inventory and reorder.
• Manage departmental trackers (e.g., finance, POs, list of vendors and contractors, etc.)
• File expense reports and track reimbursement status.

Requirements and Qualifications:

• Associate's degree or equivalent experience; bachelor's degree preferred
• 10-15 years of executive or general administrative experience supporting executives in a small company setting
• Able to prioritize tasks and requests; flexible to jump in and assist
• Extremely professional and friendly demeanor
• Able to maintain strict confidentiality
• Excellent interpersonal, verbal, and written communication skills
• Able to work a flexible work schedule when needed to support deadlines.
• Outstanding organizational and time management skills
• Reliable, proactive, and dependable
• Detail-oriented with the ability to manage and meet deadlines
• Strong computer literacy and experience with Microsoft Office Suite applications.
• Able to draft cover letters and other general documents.
• Able to review documents for consistency and formatting.
• Able to create and manipulate Excel spreadsheets.
• Able to draft PowerPoint presentations.

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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