Administrative Associate Contract

Russell Tobin & Associates is currently seeking an Administrative Assistant, 12-month Contract role for our Fortune 500 clients, South San Francisco, CA (Onsite). Apply today for immediate consideration.

Pay Range: $30-$36/hr W2

Job Responsibilities:

• Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones.
• Posses advanced knowledge of available Client’s IT systems (ex: cSuite, virtual collaboration tools)
• Manage relationships with internal and external stakeholders, often with a high level of confidentiality required
• Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)
• Manage scheduling meetings with external business partners. Oversee preparation and post-meeting needs
• Lead the planning & execution of internal meetings requiring webcasting, sophisticated technology, etc.
• Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)
• Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc
• Attend all internal meetings & assist in note-taking and/or action item follow up
• Draft email communications on behalf of manager, team, department, leader, etc
• Manage departmental gSites, Currents, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)
• Coordinate collecting and implementing feedback for communications when applicable
• Coordinate certain logistics of moves (space management), closely collaborate with administrative space planning lead
• Manage candidate/interview process (hosting candidate, collecting feedback, preparing hiring/promotion package for review committee, partnering with Talent Acquisition and Hiring Manager throughout the process)
• Manage administrative components and logistics of onboarding (ensure new hires have information for orientation, welcome events, new devices, etc.)
• Manage and plan team building events & workshops
• Keep up-to-date on available trainings and organize for team and/or other admins in dept
• Process and manage vendor/speaker engagements, contracts and payments, etc
• Define centralized office supplies process
• Autonomously maintain department org charts

Functional Job Responsibilities:

• Partner and provide contract support to the administrative professionals and marketing team members to ensure the compliant and timely delivery of contracts. This includes submitting SOWs, creating POs, tracking invoices, etc. Previous experience with My Buy is a plus.
• Provide coverage for the team when needed, meeting support for workshops/off sites/meetings, and ad hoc requests/projects.

Required Skills and Qualifications:

• An average of 5-7 years related administrative, operations or project management experience (experience gained in pharmaceutical / biotechnology industry is preferred.)
• Experience working with senior leaders/management
• Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members
• Collaborative, initiates and facilitates team development, ensures all relevant or useful information within the team is shared, works with different functions to achieve the best overall outcome
• Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information
• Demonstrates accuracy and attention to detail of own and other’s work, communicates and ensures standards for accuracy and detail within the team
• Based on breadth of experience, skill and strategic context, makes decisions independently and with minimal need of external input/validation
• In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to provide instruction or training to others as needed
• Familiarity with Client’s organization strongly preferred
• BS/BA degree or equivalent industry experience

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Rate/Salary: Pay Range: $30-$36/hr