We are looking for an organized Administrative Assistant to support executive operations for a Contract position based in Menlo Park, California. This role will help keep leadership schedules, meetings, travel, and special events running smoothly while partnering with teams across the organization. The ideal candidate brings strong coordination skills, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.
Responsibilities:
- Oversee busy executive calendars by arranging appointments, resolving scheduling conflicts, and ensuring leaders are prepared for upcoming commitments.
- Plan and coordinate internal events such as company-wide meetings, quarterly gatherings, leadership offsites, seasonal celebrations, and volunteer activities.
- Support conference participation by partnering with scientific staff, organizing event logistics, securing accommodations, and managing reserved hotel room blocks.
- Administer advisor-related agreements by communicating with external advisors, collaborating with legal and contracts partners, collecting compensation details, and helping move documents through completion.
- Generate and track purchase orders within NetSuite to support departmental purchasing needs.
- Arrange business travel, including flights, lodging, and related itinerary details for executives and other team members.
- Contribute to recruiting coordination by assisting with job posting activities and reviewing resumes to help identify potential candidates.
- Monitor important leadership and scientific team schedules to maintain alignment across stakeholders and anticipate upcoming needs.
- 3+ years of experience in administrative or executive support roles.
- Demonstrated success managing complex calendars and coordinating executive meetings.
- Experience booking travel and handling related logistics with strong attention to detail.
- Ability to organize events, offsites, or conferences involving multiple participants and deadlines.
- Familiarity with purchase order processing; experience using NetSuite is preferred.
- Strong communication skills and the ability to work effectively with executives, scientists, recruiters, and cross-functional partners.
- Proven ability to manage confidential information with discretion and professionalism.