Executive Assistant - Commercial

ImmunityBio•El Segundo, CA

17d•Onsite

About The Position

The Executive Assistant will support the Commercial Leadership team and report to the Senior Vice President, Commercial Urology by performing high-level administrative work. The role will navigate executive calendars to support prioritization of business needs and travel planning; and will serve as a liaison with internal and external stakeholders while maintaining confidentiality.

Requirements

High School diploma required, Bachelor’s degree in business administration or related field preferred
8+ years’ professional experience as an Executive Assistant required
Prior experience working with confidential or sensitive information, preferably in the medical or pharmaceutical industry, is required.
Able to demonstrate considerable judgement and initiative to resolve problems and manage calendars.
Ability to maintain proprietary, trade secret and confidential information.
Strong organization and planning skills.
Strong knowledge of standard productivity software tools (e.g. MS Office suite, especially Excel & PowerPoint).
Budgeting and basic finance knowledge.
Supreme communication (verbal & written) skills.
Positive attitude.
Proactive, resourceful, efficient, energetic, and a genuine desire to work well with people.
Strong attention to detail.
Ability to effectively prioritize and multi-task under limited direction, and ability to shift priorities quickly while working under tight timelines

Responsibilities

Coordinate a variety of travel, meetings, and other calendar appointments, requiring interaction with both internal and external contacts.
Anticipate the executive’s needs and prepare required materials for conferences, meetings, calls, and various appointments.
Process all invoices to ensure timely and accurate payments.
Tracks contracts through negotiation, approval, distribution, and execution process including the required follow-ups with legal, finance, and supply chain as needed.
Assist in managing calendar in Outlook, manage contacts lists and send invitations.
Screen and draft internal and external correspondence, emails, memos, and reports.
Prepare and submit expense reports and reimbursements.
Support the creation of executive authored presentations, communications and other documents by researching, compiling and organizing relevant data and information on a variety of business and technical topics.
Process and maintain tracking for any required commercial team training requirements, conference registrations, memberships, and other affiliated deadlines.
Represent the executive and exchange sensitive information with key company contacts including advisory boards, clients and other external business constituents.
Maintain and track the department budgets.
Create and maintain Standard Operating Procedures (SOPs) for all processes.
Performs ad-hoc and cross-functional duties and/or projects as assigned to support business needs and provide developmental opportunities.

Benefits

Medical, Dental and Vision Plan Options
Health and Financial Wellness Programs
Employer Assistance Program (EAP)
Company Paid and Voluntary Life/AD&D, Short-Term and Long-Term Disability
Healthcare and Dependent Care Flexible Spending Accounts
401(k) Retirement Plan with Company Match
529 Education Savings Program
Voluntary Legal Services, Identity Theft Protection, Pet Insurance and Employee Discounts, Rewards and Perks
Paid Time Off (PTO) includes: 11 Holidays
Exempt Employees are eligible for Unlimited PTO
Non-Exempt Employees are eligible for 10 Vacation Days, 56 Hours of Health Pay, 2 Personal Days and 1 Cultural Day