Administrative Assistant (Contract)

4D Molecular Therapeutics•Emeryville, CA

22h•$36 - $42•Hybrid

About The Position

4DMT is a leading late-stage biotechnology company advancing durable and disease-targeted therapeutics with potential to transform treatment paradigms and provide unprecedented benefits to patients. The Company’s lead product candidate 4D-150 is designed to be a backbone therapy forming the foundation of treatment of blinding retinal vascular diseases by providing multi-year sustained delivery of anti-VEGF (aflibercept and anti-VEGF-C) with a single, safe, intravitreal injection, which substantially reduces the treatment burden associated with current bolus injections. The Company’s lead indication for 4D-150 is wet age-related macular degeneration, which is currently in Phase 3 development, and second indication is diabetic macular edema. The Company’s second product candidate is 4D-710, which is the first known genetic medicine to demonstrate successful delivery and expression of the CFTR transgene in the lungs of people with cystic fibrosis after aerosol delivery. 4DMT needs a motivated, collaborative, and experienced Administrative Assistant (Contract). The primary function of this is provide direct administrative support to senior executives within the organization with a strong focus on calendar management, monthly expense reporting, processing of financial requisitions consulting contracting and other internal business processes within the business as needed. The role will report directly to the Executive Business Partner. This is a hybrid position, with in-office days arranged according to business needs and determined by the hiring manager (minimum 3 days onsite).

Requirements

BA or equivalent relevant work experience
3-5 years of administrative experience
Electronic Calendar Management, Outlook preferred
Experienced Microsoft Office User/ SharePoint Environment
Ability to prepare and edit all types of written communications, including contract documents, presentations, and spreadsheets, and deploy basic formatting skills using Word, Excel, PowerPoint.
Adhere to established guidelines for file management and sharing in the SharePoint environment.
Excellent Communication Skills: Ability to clearly communicate both in writing and verbally and to listen closely and ask questions when needed to clarify instructions.
Good Judgement and Discretion: Must hold all matters in confidence and protect confidential information.

Responsibilities

Manage administrative tasks with a high priority focus on calendar management, supporting schedule changes, managing multiple incoming requests for meetings, working in alignment with the weekly priorities of each executive.
Support project teams as needed with logistics relating to key business meetings as directed by hiring manager and assigned executives.
Schedule and edit meetings and appointments, set up Zoom video conferences, assign delegate rights as directed.
Manage bookings for single and recurring meetings, collaborating with other members of the administrative team in arranging schedules to best accommodate attendee calendar conflicts or time sensitive, high-priority meetings.
Provide prompt real-time response to changing business needs.
Book conference rooms, coordinate attendee confirmations when needed, manage room set-up and catering, when needed, be on site to receive food deliveries and set up conference rooms.
Support planning and coordination of offsite meetings and employee events by completing specific tasks, including but not limited to sourcing vendors, comparing options, performing basic cost analysis and communication with vendors regarding lodging and meals needs and ground transportation details, purchasing of gifts and supplies necessary for employee events.
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 to capture cost savings whenever possible.
Ensure flights, hotels and ground transportation bookings are arranged to meet business needs while adhering to company expense policies.
Prepare and update itineraries and communicate with travelers as arrangements change.
Reconcile expense reports monthly using Nexonia.
Collect and submit receipts in accordance with 4DMT policies.
Input and processing of contract and purchase agreements and requisitions.
As directed by contract owner, manage updates through edits phase to final signatures.
Attend required training sessions to gain proficiency in the administrative role requirements for using IronClad contract management and Coupa purchasing software.
Participate in cross functional team projects.
Provide backup support for other members of the 4DMT Administrative Team during PTO or peak activity periods as directed by hiring manager.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.