Administrative Partner

$87,360 - $99,840/Yr

Aequor Technologies - South San Francisco, CA

Full-time - Mid Level

South San Francisco, CA

Professional, Scientific, and Technical Services

About the position

The Translational Medicine Administrative Partner position is a contract role based in South San Francisco, CA, with a duration until December 2, 2024. The ideal candidate is expected to have 7 to 10 years of previous administrative experience, demonstrating strong proficiency in Google Suite applications such as Google Calendar, Gmail, and Google Drive. This role requires excellent written and verbal communication skills, as the individual will be providing comprehensive administrative support to business partners and coordinating various administrative duties with both internal and external stakeholders. The primary purpose of this position is to ensure seamless support for the group by accurately and effectively managing a variety of administrative tasks. Candidates must possess strong interpersonal skills and the ability to work collaboratively with a diverse group of individuals in a fast-paced environment. The role involves handling a significant volume of routine work while also managing more complex projects, requiring the ability to respond to unexpected requests and effectively prioritize competing demands. The successful candidate will not only complete assigned tasks but will also proactively seek ways to enhance the effectiveness of business partners and collaborate with other administrative associates. Responsibilities include anticipating the needs of business partners, managing multiple schedules, and supporting various office functions such as scheduling travel, processing payments, and maintaining electronic files. The role also involves arranging and coordinating meetings and events, managing deadlines, and providing excellent customer service while handling sensitive and confidential information.

Responsibilities

• Identify and anticipate needs of business partners and prioritize work activities accordingly.
• Proficiently use all available tech meeting platforms including in-room technology, video conferences, Google Meets, Zoom, and global webcasts.
• Schedule and support external candidate interviews and new hire orientation and onboarding.
• Submit facilities, IT, and Site Services requests.
• Manage purchase orders, contracts, invoices, payment tracking, and vendor maintenance.
• Manage multiple schedules with an emphasis on heavy calendaring of complex meetings.
• Perform general office responsibilities including scheduling travel, processing payment and expense reports, maintaining electronic files, ordering food and supplies for meetings, greeting visitors, and ensuring compliance with policies.
• Integrate and facilitate communication with individuals, the team, the department, and other functions across the company.
• Actively participate in administrative team meetings and projects as requested.
• Arrange, coordinate, and support meetings, events, and activities both on and off-site.
• Manage deadlines related to business needs as well as other special projects.
• Collaborate with the administrative team to support complex/special projects and deadlines.

Requirements

• 7 to 10 years of previous administrative experience.
• Strong computer skills utilizing Google Suite (gCal, gMail, gDrive, etc.).
• Excellent written and verbal communication skills.
• Ability to handle confidential, complex, and sensitive information.
• Proven ability to manage multiple projects or unexpected requests simultaneously.
• Exceptional problem-solving and decision-making abilities.
• Strong follow-up skills and attention to detail.

Nice-to-haves

• Experience with tech meeting platforms such as Zoom and Google Meets.
• Prior experience in a fast-paced work environment.