Senior Executive Assistant

Altos Labs•San Francisco, CA

About The Position

Reporting directly to the Chief Financial and Business Officer, this Senior Executive Assistant acts as the strategic administrative partner for a multi-disciplinary team of executives, which includes Finance, Business Development, Product Development, and Drug Discovery & Development Sciences. This person will serve as the primary point of contact for internal and external stakeholders on all matters pertaining to these functions. The Senior Executive Assistant has a strong professional presence, is action-oriented and has the ability to interact effectively with all levels of the organization and represent Altos accurately and positively in all settings. We seek a creative, driven and detail-oriented individual who enjoys working within a fast-paced, entrepreneurial environment that is mission-driven and collaboration-oriented. The ideal individual exercises good judgment in a variety of situations, is a clear and effective communicator, demonstrates excellent and adaptable administrative and organizational skills, and maintains a realistic balance among multiple, shifting priorities. The Senior Executive Assistant will have the ability to work independently on projects, from conception to completion, to work under pressure at times to handle a wide variety of activities, and to handle sensitive and confidential matters with highest level of discretion.

Requirements

Bachelor's degree desired.
Strong work tenure: 8+ years of experience supporting Senior Executives.
Experience in C-suite support, particularly Business or Corporate Development experience, is a plus.
Significant experience interacting with a wide variety of C-level executives, investors and board of director level executives a plus.
Experience and interest in biotechnology and science a plus.
Strong experience developing internal and external communications and cross-functional and global partnerships.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with extreme attention to detail and thorough follow-through.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
Expert level written and verbal communication skills.
Demonstrated emotional maturity and the exercise of independent judgment on complicated and difficult administrative matters involving sensitive and confidential information.
Highly resourceful team player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
Demonstrated ability to achieve high performance goals, meet deadlines, and manage time effectively.
Resourceful self-starter that is curious, asks questions, and can make logical, proactive decisions in a fast-paced and demanding environment.
Experience working with all levels of management, employees, vendors, external business partners, and high-level officials.
Unwavering commitment to integrity.
Proficient in Google apps, Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat.
Ability to interact with a high degree of executive presence and decorum with external partners and high profile individuals.

Nice To Haves

Utilize "pro-level" Google Slides and Powerpoint skills to design, format, and refine high-impact C-suite / senior officer presentations.
Prepares and manages meeting and follow-up materials to ensure action items are clearly communicated. tracked and completed.
Review and edit Word documents for clarity, consistency and grammar; experience with deal term sheets and contracts a plus.

Responsibilities

Completes a broad variety of administrative tasks for the aligned leaders including managing an active calendar of appointments and complex meetings; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; prepares and manages internal and external meetings, including meeting logistics, minutes, and compiling related materials and documents.
Provides a bridge for smooth communication between the Chief Financial and Business Officer’s office and internal departments and other members of the executive committee; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Initiates project planning and follow-up actions to ensure that projects and other tasks are completed and/or deadlines met including coordinating activities with others, and developing systems for tracking information, projects, and pending issues and actions.
Assists with projects such as preparing documents for audit or corporate filings, budget tracking and reporting, business development activities, and other department needs.
Lead for, and manager of, administrative programs and projects across the department.
Organize, plan, and execute team events.
Provides administrative assistance, program management, team meeting planning and logistics for other leaders in the department as assigned.
Be a highly engaged and collaborative administrative team member to support intermittent executive coverage needs, and site support activities and events.