Sr. Administrative Assistant

Company Name:
Palo Alto Staffing Services
Manages administrative functions related to manager and/or team, including anticipating needs and executing activities to provide relief of these duties.
Interacts and supports teams and prepares documents and materials for meetings. Attention to detail required.
Arranges travel domestically and internationally which includes managing multiple time zones, airlines and custom issues. Proven experience of completing supporting expense reports. Prepares itineraries.
Filters, screens and synthesizes information in a quick, clear and concise manner in order to facilitate decision making.
Interacts with other senior level Executives comfortably to relay information or make requests.
Maintains electronic calendars, works with Manager and other staff to determine priorities and resolves schedule conflicts.
Reinforces image and professionalism of management and organization through polished and professional communications and interactions.
Handles confidential information including sensitive employee information, business deals, insider information, etc.
Composes routine correspondence (i.e., internal and external memos, email on behalf of manager).
Ensures consistent services and support quality across the organization by providing leadership, guidance and training to other administrative staff members as needed.
Participates in recruiting efforts by working with Staffing department on scheduling of interviews, coordination of interview packets and hosting of candidate. Participates in on-boarding activities.
Edits or creates Powerpoint presentations including gathering information from team members or other groups. (e.g. Bayer EC Meetings, All Employee Meetings, Onyx executive meetings, project teams)
Creates, organizes and maintains up-to-date files and complex database(s).
Arranges and attends off-site meetings when necessary.
Sets up of all conference calls domestically and internationally. Responsible for ensuring materials are available for attendees.
May be responsible for taking minutes or preparing task lists for distribution to team members.

oMust be able to deal with ambiguity and cope with change in a moment's notice.
oAbility to plan, anticipate and set goals around projects and objectives of job.
oMust be resourceful.
oAbility to learn quickly and take on new challenges as they arise.
oProven experience of working in confidential situations.
oProven ability to work under tight deadlines and pressure in a composed manner.
oAbility to effectively communicate and share knowledge with internal and external contacts at all levels.
oMust have excellent customer-service orientation, high degree of professionalism, and ability to work with little or no direction, strong team player.
oMust be flexible, able to manage multiple tasks, and have strong attention to detail.
oComfortably able to lead by example.
oExperience in managing travel, calendars and itineraries.
oExcellent organizational, written and verbal communication skills a must.
Minimum 7 years experience in progressively increasing positions of responsibility.
Experience working in a biotech environment preferred.

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