Senior Administrative Assistant II

Exelixis•Alameda, CA

8d•$101,000 - $128,000•Onsite

About The Position

This position provides assistance with a variety of complex administrative and organizational tasks, which may be confidential, in support of a Business Unit. The role works primarily indoors on administrative and computer work, and travel is not required. The office is described as a modern, collaborative space, with equipment including dual monitors and ergonomic chairs. The position has no supervisory responsibilities. It is based in Alameda, California. The posted base salary range is $101,000–$128,000. The offered base pay will take into account job-related knowledge, skills, experience, internal equity, and other factors.

Requirements

High school diploma or GED and at least five years of related experience; or an associate degree or equivalent from a two-year college or technical school and at least three years of related experience; or a bachelor’s degree from a four-year college or university and at least one year of related experience; or an equivalent combination of education and experience.
Prior computer and administrative experience, including calendar management, travel arranging, expense reporting, logistics, typing, editing, and customer service.
Advanced computer skills, including advanced knowledge of Microsoft Outlook, Word, Excel, and PowerPoint, and proficiency in Internet research.
Ability to prioritize and organize complex, confidential, and time-sensitive tasks and demonstrate strong project management skills.
Ability to exercise independent judgment, initiative, and common sense in problem-solving and making recommendations.
Ability to communicate effectively with employees at all levels in person, by phone, and by email.
Demonstrates tact, diplomacy, respect, confidentiality, approachability, and professionalism; builds business relationships based on mutual respect.
Ability to build cooperative team relationships with a wide range of coworkers and some individuals outside the organization.
Demonstrates leadership on assignments and among peers and is routinely sought out for critical assignments.
Works efficiently and responds promptly.
Responds to changing demands and frustrating situations with flexibility and professionalism.
Anticipates and takes initiative to solve problems, and recommends and implements process or project improvements.
Produces error-free work routinely and contributes to departmental efficiency and productivity through support and suggestions.
In-depth understanding of job-related practices and department procedures and processes, and ability to act as an information resource on departmental operations and policies.
Advanced, up-to-date knowledge of relevant desktop systems and software and ability to apply them to improve department effectiveness and problem-solving.

Nice To Haves

Experience within the pharmaceutical and biotech industries.

Responsibilities

Manage Outlook calendars for assigned team members; schedule internal and external meetings and coordinate visits by outside guests.
Produce and edit complex and/or confidential correspondence, documents, and reports using word processing, PowerPoint, and spreadsheet software.
Coordinate travel through the company travel agency, manage air and hotel reservations, and create itineraries.
Support reimbursement requests and expense reports.
Track contracts, purchase requisitions, and invoices.
Order office supplies and handle incoming and outgoing packages and mail.
Manage office communications, including fielding and routing organizational phone calls, emails, and traditional mail.
Maintain office services, including IT resources and facilities; field technical questions and submit service requests.
Provide presentation support and perform special projects as requested.
Answer questions regarding departmental policies and procedures.
Collaborate across departments to help plan events and further company initiatives.
Provide as-needed backup support for other administrators.
Represent Exelixis’ interests in relationships with external associates, including vendors, consultants, and clients.
Comply with all company health and safety policies and procedures.