Job Description :
Sr. Executive Coordinator
6 Months
San Rafael, CA
Client is a publicly traded biopharmaceutical company located in Marin County dedicated to making a meaningful impact in the lives of patients suffering from diseases that are often underserved and ignored.
We are currently seeking an experienced Sr. Executive Coordinator who is willing to work in a fast-paced and dynamic department supporting a global biopharmaceutical company. The Sr. Executive Coordinator is position reporting to the SVP Product Development. As a Sr. Executive Coordinator, you will work alongside other Executive Coordinators in the department on a wide range of complex and critical projects.
The primary role of this position will be providing administrative support to Product
Development, such as, exercising impeccable judgment and discretion in time management, calendaring, creating and manipulating international/domestic travel itineraries and the preparation of expense reports. Organizational and communication skills are of utmost importance in this role.
The ideal candidate will maintain a high level of professionalism with strong influencing skills and self-direction, while foreseeing situations or issues that may arise in the near future. The ideal candidate will maintain a proactive approach on all projects and daily tasks in coordination with the CMO staff.
Organizational Management/Problem Solving
Demonstrate initiative and self-direction, collect, track, synthesize, and prioritize confidential/critical information for and in behalf of the SVP. Make high-level contacts of a sensitive nature inside and outside the company. Exercise impeccable judgment/discretion within generally defined practices and policies in selecting methods and techniques (e.g. indepth evaluation of all relevant factors) to develop solutions to complex issues of diverse scope. May coordinate activities of others as Team Lead for special projects as assigned.
Time Management
Manage/leverage SVP’s time consistent with priorities. Coordinate internal and external calendars. Prioritize/rebook calendar/meetings in line with functional priorities.
Schedule/coordinate meetings for others as requested. Provide complex levels of meeting management: plan & ensure calendar remains on target with focus one-year in advance.
Travel
Create and manage complex itineraries of domestic and international travel; exercise outstanding practical and financial judgment with last minutes schedule and travel arrangements. Negotiate and administrate financial arrangements with vendors on behalf of company.
Financial Management
Proactively prepare and submit expense reports; maintain accurate and detailed database for SVP’s expenses. Maintain budget and financial records. Maintain deep understanding of (manage) cost center budget to provide right information/answers at right time.
7-10 years executive administrative support of S/EVP/C-level executive .
Sr. Executive Coordinator
Outstanding organizational/problem solving skills; history of customized problem solving/prioritization based on executive preference; effectively handle and balance multiple competing priorities while maintaining strong attention to detail and follow-up. Demonstrate high level of initiative for both ongoing and new assignments.
Expertise in Microsoft Office
Outstanding written & oral communication skills; experience drafting communication tailored to a wide variety of partners/desired audience in executive’s voice. Clear, concise verbal & written communicator. Able to effectively state/support/defend rationale/research when questioned by executive/senior leaders