Executive Assistant

Reports To (Position): VP Clinical Operations

Location: South San Francisco, CA

Department Name: Clinical Operations 

HR Designations: Pay Status – Exempt

Objective of Position

The Executive Assistant serves to meet the administrative support needs of the executive team members while exercising the highest levels of discretion and judgment in doing so. The Executive Assistant primarily delivers on organizational support, planning and execution to ensure both leaders can effectively drive business strategy for Acerta. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and patient oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. They possess proactive communication skills both internally and externally and representing the combined group to set a culture of integrity, openness, honesty, transparency and accountability. This role has a key part to play in driving our corporate culture.

Essential Duties/ Responsibilities

Executive Support

  • Completes a broad variety of administrative tasks for the Leader’s including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the Leader’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Leader’s time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Leader’s, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Leader’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the Leader’s to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Leader’s updated.
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Leader’s, some of which may have cultural and organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Leader’s ability to effectively lead the teams.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Senior Management Liaison

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.

Meetings

  • Facilitates cross-divisional coordination of travel and outreach plans.

Communications, Partnerships, and Outreach

  • Edits and completes first drafts for written communications to external stakeholders.

Strategic Initiatives

  • Works with the Strategic Initiatives team in coordinating the Leader’s outreach activities.
  • Follows up on contacts made by the Leader’s and supports the cultivation of ongoing relationships.

New Employees / Entry preparation

  • Organize interviews.
  • Liaise with Training Department to arrange welcoming and induction package.
  • Liaise with IT in order to organize desk, hardware, software etc.
  • Liaise with the responsible Manager in order to find out special needs.  Prepare meeting schedule of the first working days.

Requirements

  • Five or more years of secretarial and administrative experience working with high level managers or executives in complex environments. Lead or supervisory experience preferred
  • Solid written and verbal communication skills.
  • Ability to make decisions and work independently, while adhering to pre-established guidelines.
  • High attention to detail but able to work within the “big picture”.
  • Ability to work with high-level officers, internally and externally.
  • Deep understanding of confidentiality requirements and proven ability to manage sensitive information.
  • Must work well in teams.
  • Excellent communication skills (verbal, written). Excellent etiquette.
  • Excellent computer skills (MS office suite software), 10-key, telephone.

Education/ Training

  • 2+ years college required, bachelor’s degree preferred.

Minimum:

  • Commercial Degree.
  • Excellent knowledge of MS Office.
  • Fluent in English.
  • Experience as an administrative assistant.

Strongly desired:

  • Bachelor degree (BA).
  • Experience as administrative assistant in an international environment.
  • Experience as administrative assistant in the pharmaceutical company.

Experience, Skills, Knowledge:

  • Good communication skills.
     

No Agency Resumes Accepted.
 

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be constructed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. 

Acerta Pharma is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.