Executive Assistant

Job Title : Executive AssistantPay Rate : $80/hr on W2Location : South San Francisco California , CADuration : 12 Months Contract with a possible extensionJob Responsibilities:Ability to independently manage complex scheduling with a possibility of various time zones and manage various top management levels of internal and external stakeholders with a high level of confidentialityExpert knowledge of available Genentech IT systems (ex: cSuite, collaboration tools)Manage the scheduling of senior committee meetings, global summits and department offsites (all staff, leadership teams, cross functional meetings)Lead the planning, organization, and execution of large-scale meetings that might entail the added complexity of managing schedules across multiple time zones with internal and/or external key stakeholdersPartner with manager or assigned lead to design agenda & manage the distribution of all meeting materials and manage rolling agendas for standing committee or team meetingsIn collaboration with Strategic Event Services, drive the planning and execute all large department-wide offsites and/or onsites, including but not limited to: Global Town Halls, team meetings, etcIndependently lead the planning & execution of meetings at Congress events, Global Summits, etc (venue & speaker selection, technical AV requirements, catering, agenda setting, contract management)Draft email communications on behalf of manager, team, department, leader, etcPartner with leaders to plan communication strategy for internal department communicationsPartner with the communications team to track, manage, prepare, support various communication and engagements.Manage departmental gSites, Spaces, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)Coordinate collecting and implementing feedback for communications when applicableManage overall space planning process (serve as thought partner for strategy for team placement, present to leadership team, serve as main project manager)Partner with leader(s) to create team agreementsServe as thought partner with leadership to assess employee engagement, gauge informal pulse checks, share ideas for enhancing engagementManage complex candidate/interview processManage administrative components and logistics of onboarding including overseeing first 30 days checklist and relocationServe as external stakeholder connectorKeep up-to-date on cSuite changes and organize trainings for team and/or other admins in deptIn some cases, take on the role of Admin LeadProcess and manage vendor/speaker engagements, contracts and payments, etc., including RFP/Vendor selectionRequired Skills and Qualifications:5-7 years related administrative, operations or project managementexperience (experience gained in the pharmaceutical/biotech industry is strongly preferred)Previous work experience in Roche/Genentech is strongly preferredPrevious experience must include responsibilities for managing confidential informationPrevious experience training other staff in company or departmental systems, processes, and other general or administrative tools is strongly preferredProven track record of meeting or exceeding objectives and goalsAbility to plan, coordinate, organize and prioritize work within and across functional groups and execute strategically. May take lead role in the assessment and coordination of work flow among team membersActively creates a collaborative and productive climate. Ensures ideas, opinions and the expertise of others are elicited when making decisions that impact overall group, actively seeks and integrates input from other parts of the organization, resolves complex issues and conflictExercises judgment and discretion of highly sensitive and proprietary informationOversees and promotes accuracy and attention to detail of work systems andprocedures, fosters a continuous improvement mindsetBased on breadth of experience, skills and strategic context, drives the decision making process independentlyIn depth knowledge of cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, gMeet, Zoom) Actively seeks to inform, promote and instruct others with innovative tools that enhance efficiency and productivityBS/BA degree or equivalent industry experience