Administrative Assistant (Contractor)

4D Molecular Therapeutics•Emeryville, CA

15h•$36 - $45•Hybrid

About The Position

4DMT needs a motivated, team-oriented, and experienced Administrative Assistant. The primary function of this role is to contribute to the efficiency of the Office of the CEO and will report directly to the Senior Executive Assistant. This is a hybrid position, with in-office days arranged according to the business needs and determined by the hiring manager.

Requirements

BA or equivalent relevant work experience
3-5 years of administrative experience
Proficiency using Outlook, heavy use of email, calendar, and contacts functions
Ability to prepare and edit all types of written correspondence, including contract documents, presentations, and spreadsheets, employ formatting skills using Word, Excel, PowerPoint, and SharePoint file management
Good Judgement and Discretion: The office of the CEO handles sensitive information and often works on plans well in advance of public knowledge. The Administrative Assistant must hold matters in confidence and protect confidential information.

Responsibilities

Assistant to Senior Executive Assistant: Support the Senior Executive Assistant (the hiring manager) as they manage multiple priorities and complete ad hoc task requests as business needs require. This includes tasks relating to supporting the Chief of Staff and CFO and Investor Relations workstream, as directed by the hiring manager
Calendar Management: As directed by the manager, scheduling and rescheduling meetings and appointments, recurring meetings, and arranging schedules to accommodate ad hoc, high-urgency meetings. Requires prompt real-time response to changing business needs and close collaboration with Senior Executive Assistant.
All Hands Meeting Support: Under the direction of the hiring manager, send calendar invites, collect agenda items, prepare draft agenda, and provide support during virtual or face-to-face meetings.
Internal Communications Support: Assist the hiring manager with posting and updating 4Cast intranet news posts and content under the direction of the hiring manager
Meeting Logistics and Planning: Under the direction of the hiring manager, plan logistics and catering, and lodging for off-site meetings, on-site meetings, and employee events. Follow 4DMT budget and purchasing guidelines
Travel Planning: Arrange domestic and international travel, including air and ground transportation, hotel reservations, out-of-town dining, and car rentals. Complete registration for conferences and events. Prepare and update itineraries as arrangements change.
Event Planning: Coordinate logistics for employee engagement and social and volunteer events as directed by the manager and in compliance with HR policies
Expense Reporting: Reconcile expense reports monthly using Nexonia. Collect and submit receipts in accordance with 4DMT policies
Purchasing, Contracts, Invoices: Process contracts, purchasing, and payment processing using Ironclad and Coupa systems
Back Up Support: Provide occasional backup Admin support for Sr. EA while on PTO, support other members on the 4DMT Administrative Team during PTO or peak activity as requested and approved by the manager
Other Duties as Assigned: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time