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Executive Admin to CEO and Corporate Communications

Company Name:
Palo Alto Staffing Services
Job Title: Executive Admin to CEO and Corporate Communications

This is a 6+ month contract.
Palo Alto Staffing has partnered with a global health company to identify an an experienced Executive Assistant to support the Corporate Office including the CEO and Corporate Communications (Public/Investor Relations and Advocacy/Patient Communications). The ideal candidate will be professional but personable, highly detail oriented, organized, able to multi task at several levels, proactive, able to take initiative, have excellent communication skills (written and verbal), able to show poise under stress, able to work overtime if needed and lastly, bring a positive, polished attitude that works both one-on-one and in a team environment. Biotech or Life Science industry experience is preferred. Previous positions supporting multiple departments and senior executives desired.

The ability to multi task, anticipate needs, exercise good judgment and pay strong attention to detail in an ever changing environment is essential to being successful in this position. Also, the candidate must demonstrate the ability to represent the company in a strong professional manner to external contacts such as Investors, Board Members, consultants and collaborators, and internally represent the company professionally in a way that is consistent with the company's culture (mutual respect, support and accountability).

Responsibilities :

CEO/SVP Communications Support:
Schedule and organize management calendars and appointments
Screen/triage calls and respond to communications
Establish and maintain filing systems and documentation
Create and/or Edit documents such as PowerPoint, Word or Excel
Organize Meetings: onsite/offsite
Coordinate all travel logistics
Domestic/International flights
Hotel accommodations
Transportation needs
Prepare and track expense reimbursements/honorariums/ check requests
Manages Board of Directors activities, including but not limited to:
Maintaining the yearly Board of Directors calendar; scheduling pre Board meeting one- on-one calls, and handling all yearly Board offsite logistics.
Communicates Executive signature availability on a weekly basis to pertinent departments
Schedules and provides onsite support for monthly (quarterly) All Employee meetings including catering, meetings set, ppt coordination and HR updates

Investor Relations:
Partner with the EA to the CFO to schedule and coordinate logistics for all investor relations activities including quarterly earnings, daily calls, analyst receptions, company tours/visits, and bank conferences.
o Track calendars closely and develop agendas for internal Executive meetings to review scheduling
Intercept and triage all investor phone and e-mail inquiries
Enter, gather and compile investor data
Provide on-site support at annual JP Morgan conference in San Francisco on the day of company presentation/reception
Communications Department Support:
Assist in scheduling, catering and set up of monthly cross functional meetings
Responsible for Corporate office Contract Management:
Consulting contracts
Collaboration contracts
Confidentiality Agreements
Creation and tracking of vendor POs
Coordinate and communicate all logistics for Patient Ambassador visits including travel, lab
tours, and meeting agendas
Organize departmental events and assist with special projects
Support staff administrative needs, meeting arrangements, catering, photocopying, and filing etc.

Other:
May provide administrative support to other departments, functions and areas as necessary.
Interact closely with administrative support personnel across all departments to provide functional backups, facilitate internal communication and support the culture and ethics
Participates in Admin team planning meetings and offsites. (Monthly meetings and yearly offsite)

Qualifications:

3-5 Years of related experience in support of a High level Executives
Strong executive administrative skills
Ability to manage busy calendars and coordinate travel arrangements
Advanced knowledge of Microsoft Applications such as Outlook, PowerPoint, Word, Excel, etc.
Must be highly-detail and multi-task oriented
Excellent written and verbal communication skills
Strong communicator with ability to maintain open communication with internal employees, managers and customers as needed
Associate's degree and/or Bachelor's degree
Exceptional clerical and administrative skills.
Knowledge of corporate and financial/investment terminology and operations.
Ability to work independently and under pressure
Strong organizational skills, with ability to multitask efficiently
Able to integrate and apply feedback in a professional manner
Able to prioritize and drive to results with a high emphasis on quality
Ability to work as part of a team
AV experience to assist with the creation, sharing and uploading of complex power point presentations including the ability to embed videos and animation

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