Senior Administrative Assistant II

Exelixis•Alameda, CA

6d•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 supports assigned team members and departmental operations through calendar and meeting management, document preparation, travel coordination, expense and purchasing support, office communications, and maintenance of office services and resources. It may also provide presentation support, handle special projects, collaborate across departments, and provide backup coverage for other administrators. The position has no supervisory responsibilities. The role is based in Alameda, California. Work is primarily indoors and involves administrative and computer work. The office is described as a modern, collaborative space, and necessary equipment—including dual monitors and ergonomic chairs—is provided. Travel is not required.

Requirements

High school diploma or GED and at least five years of related experience; or an associate degree or equivalent and at least three years of related experience; or a bachelor's degree 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 aptitude for Internet research.
Ability to prioritize and organize complex, confidential, time-sensitive tasks and demonstrate exceptional project-management skills.
Ability to use 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.
Ability to demonstrate tact, diplomacy, respect, and confidentiality; interact professionally; and build business relationships based on mutual respect.
Ability to build cooperative team relationships with coworkers across the organization and with some people outside the organization.
Demonstrated leadership on assignments and among peers, with a record of being sought out for critical assignments.
Ability to work efficiently, respond promptly, and remain flexible and professional in response to changing demands and frustrating situations.
Ability to anticipate and take initiative to solve problems and recommend and implement process or project improvements.
Ability to produce consistently error-free work and contribute to departmental efficiency and productivity through support and suggestions.
In-depth understanding of job-related practices, department procedures, and processes, and ability to serve 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 departmental effectiveness and problem-solving.

Nice To Haves

Experience within the pharmaceutical and biotech industries.

Responsibilities

Manage Outlook calendars for assigned team members and schedule internal and external meetings, including coordinating visits by outside guests.
Produce and edit complex or confidential correspondence, documents, and reports using word-processing, presentation, and spreadsheet software.
Coordinate team 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 by 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 about 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 company health and safety policies and procedures.

Benefits

401(k) plan with generous company contributions
Group medical, dental, and vision coverage
Life and disability insurance
Flexible spending accounts
Eligibility for a discretionary annual bonus program, or a sales-based incentive plan for field sales staff
Opportunity to purchase company stock
Long-term incentives
15 accrued vacation days in the first year
17 paid holidays, including a company-wide winter shutdown in December
Up to 10 sick days throughout the calendar year