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Management Associate

Company: TalentBurst, Inc.
Location: South San Francisco
Posted on: June 6, 2021

Job Description:

Title: Management Associate
Duration: 12+ months
Location: South San Francisco, CA

Job Description

We are seeking an exceptionally organized, motivated, professional self-starter to provide a complex range of high-level administrative support to the department Vice President, Directors, Senior Staff, and Department Staff. The candidate will have primary responsibility for members of the Discovery Oncology Department acting as the departmental "go-to-person " for general operational or administrative questions and will partner with other Management Associates within closely-related functions.

The successful candidate will anticipate, determine, and fulfill the Vice President's and Director's support needs in a proactive and seamless manner. They will have excellent and professional interpersonal and communication skills and experience in multi-tasking, prioritization, organization, problem-solving, and working independently. The candidate will display excellent judgment and discretion regarding sensitive/confidential and proprietary information. The candidate will be an important contributor to organizational and corporate goals to ensure the smooth daily operation of the department.

Who you are:

  • B.S. and a minimum of 2-3 years of related experience, an AA degree and a minimum of 3-5 years of related experience, or a High School Diploma and 7 years of administrative experience or transferable administrative skills.
  • Strong computer skills utilizing Google Apps (Gmail, Docs, Sites, Drive, Calendar, Sheets, Forms, Slides, Hangouts), MS Word, PowerPoint, Excel, Zoom; experience with Concur or similar expense system; Adobe Suites
  • Project Coordination or Management experience is a plus.
  • Support of project teams and biotech industry experiences is a plus.
  • Highly skilled in interpersonal communications and writing, particularly in writing professional and formal emails to internal and external senior leaders.
  • Demonstrated skills in multi-tasking, prioritization, organization, problem-solving, and working independently. Excellent judgment and discretion regarding sensitive/confidential and proprietary information.
  • Can manage interpersonal interactions at all levels within the company and externally in a tactful and professional manner.
  • Knowledge of business, organizations, guidelines, policies and systems is a plus.

Responsibilities include:

Calendaring: Daily heavy calendar management for the Vice President and Directors in the department; Proactively manage the calendars including prioritizing continuous internal and external meeting requests, recurring leadership meetings, and a steady stream of 1:1s to ensure the streamlined operations of the Department.

External Speaker Coordination: The Department hosts a robust guest speaker program and actively recruits from top academic institutions which requires administrative support to provide consistent external facing, high level and professional communication to outside organizations while interfacing with guest speakers or candidates who are top professionals in their fields. Partner with Senior Staff to coordinate the guest speakers or candidates. Coordinate and schedule the guest speaker/candidate visits including seminars, roundtable discussions and 1:1s.

Interview Scheduling and Candidate Coordination: Coordinate and arrange (virtual or in-person) candidates including scheduling the interviews, making travel arrangements, and processing expenses. Support Hiring Mangers with collecting recommendation and evaluation materials and preparing packages for approval committees.

Meeting Planning and offsites (on campus and off site): Coordinate and schedule for recurring department meeting series, onsite and offsite meetings, team meetings, and other high-level meetings or events. Coordinate A/V support, catering for meetings, manage internal and external catering vendors.

Contracts/Purchase Orders: Support the Vice President and other team members with external vendor contracting, purchase order set up, and review and processing of invoices.

Expense Reporting and Purchasing: Support the Vice President and Directors in compiling, completing, and processing expense reports. Manage company purchasing credit card for the department and reconcile purchases in a timely manner.

Travel: Coordinate and schedule executive travel for Vice President and Directors. This will include making airline, hotel and ground transportation arrangements via the corporate travel website (post COVID).

Coordination with other management associates: Provide back-up coverage to department Management Associate and other Research admins (as appropriate) for administrative duties and other miscellaneous functions whenever required, demonstrating flexibility, adaptability and a positive demeanor.

General departmental responsibilities: Maintain updated departmental rosters, organization charts, e-mail distribution lists, complete with all employee and other key departmental information.


Keywords: TalentBurst, Inc., South San Francisco , Management Associate, Other , South San Francisco, California

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