Executive Assistant II

Exelixis•Alameda, CA

9d•$98,000 - $140,000•Onsite

About The Position

Responsible for the overall administrative functions within the Business Unit. Ensures that the day-to-day administrative operations run smoothly. Provides expert administrative support in a variety of complex, confidential, and critical administrative and organizational tasks. Works in partnership with the Manager of Executive Administration and the Executive Administration team to ensure that the Executives are all aligned in accordance with corporate goals, culture and values.

Requirements

Bachelor's degree (B.A/B.S.) from four-year college or university and a minimum of 3 years related experience; or, Equivalent combination of education and experience.
A minimum of 7 years prior clerical and administrative experience including handling logistics, typing, editing, distributing information, filing, telephone, etc.
High level experience supporting executives in a fast-paced environment.
Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in work flow along with the ability to work quickly, efficiently, and cope with high-volume of work.
Exhibits professionalism and composure in stressful situations and in meeting short deadlines.
Expert computer skills including familiarity with Microsoft Word, Microsoft Excel, PowerPoint, Internet, Outlook Express.
Ability to set up and maintain filing systems and track recurring department information.
Ability to prioritize and organize complex, confidential, time sensitive tasks and display well-developed project management skills.
Ability to demonstrate superior judgment and common sense in making critical decisions.
Ability to meet unplanned and/or tight deadlines.
Ability to initiate improvements and consistently drive optimal service.
Ability to accurately type 85+ words per minute.
Maintains a record of exceptional accomplishments and consistently demonstrates leadership on assignments and among their peers.
Routinely anticipates and takes initiative to solve problems.
Demonstrates clear evidence of successful and creative efforts contributing to projects, problem-solving, efficiency and productivity and advises others on effective tactics.
In-depth knowledge of company operations, policies and procedures with the ability to act as information source.
Expert, up-to-date knowledge of relevant desktop systems and software and ability to apply them to maximize department effectiveness and problem solving.
Complete understanding and wide application of technical principles, theories and concepts in field of specialty as well as general understanding and knowledge in other related disciplines.
Ability to independently draft very complex communications effectively.
Ability to communicate effectively in person, by phone and by email with visitors and all employee levels.
Excellent written and verbal communication skills.

Responsibilities

Maintains calendars, scheduling appointments, making travel arrangements; preparing reimbursement and expense reports; handling business transactions of a highly confidential and critical manner.
Conserves executive's time by reading, researching, and routing complex and/or confidential correspondence; drafting letters, documents, and reports using word processing and spreadsheet software; collecting and analyzing information; initiating telecommunications.
Collects and prepares information for use in discussions/meetings of executive staff and outside individuals.
Partners with individuals within Commercial to ensure high-level administrative needs are met.
Manages conference logistics including but not limited to venue/space selection, technical requirements, hotel blocks, registration, meeting rooms, and other elements as necessary.
Acts as an information source on administrative and company policies, procedures, or controls; evaluates current operations to identify and implement process improvements.
Effectively and courteously screens and/or selectively refers callers and takes messages as needed; handles complex and sensitive inquiries/calls from external/internal sources.
Support distributing templated executive emails to internal distribution lists.
Support vendor purchase order and invoice processing with AP/Purchasing.
Maintains filing systems, copies and faxes.
Coordinates special events and office functions.
May compile statistical data.
Complies with all company health & safety policies and procedures.