Administrative Assistant

Innova Solutions is immediately hiring for Administrative Assistant

Role - Administrative Assistant

Client Location San Rafael, CA

Duration : 12+ months contract

Job Description :

THIS POSITION IS ONSITE 5 DAYS A WEEK

Calendar management for various Director’s and Executive Director’s Scheduling meetings / rooms for meetings with multiple stakeholders across functions.

Resolving calendar conflicts.

Coordinating logistics for team staff meetings : Preparing the agenda by working with the Director to determine topics, communicating with presenters to confirm / remind them of their presentations.

Sending out agenda to meeting participants. Minute taken might be needed on an ad hoc basis.

• Helping with coordination of logistics for Research Department Seminars (food orders / location prep)
• Coordination of catering on-site and offsite plus event planning of various events (lunch meetings, holiday, offsites, team building, review meetings, HR talent meetings)
• Coordinating the logistics for Science Seminars for visiting scientists Assistance with booking travel / hotel, creating agenda, scheduling various roundtable meetings, securing conference rooms, ordering lunch
• Coordinating domestic and international travel for Directors and above. Concur travel and expense experience is preferred this will entail preparing expense reports and travel planning.
• Coordinating, compiling, and editing various material upon request
• Resolving IT issues and ordering equipment upon request
• Maintaining distribution groups for Research and RED
• Working with Sr. Executive Coordinator to Head of Research to provide backup and support for internal and external activities.
• Shared responsibility for content and maintenance of the Research SharePoint (Bioweb) Site
• Onboarding help with new hires; off-boarding. Meet and greet and tour of campus.
• Assisting with miscellaneous administrative requests from team-members
• Onboarding help with new hires; off-boarding. For onboarding : meet and greet and provide campus tour; coordinate seat assignments and new hire welcome packages and logistics.

Skills :

• A proven ability to perform at an Administrative Assistant / Executive Coordinator level
• Quick learner and self-starter capabilities able to work proactively and independently on tasks
• Strong calendaring skills and catering / meeting planner capabilities
• Strong communication skills on all levels with internal leaders, employees, and outside vendors
• Responsiveness to deadlines, strong attention to detail, and able to prioritize multiple tasks.
• A high level of professionalism with strong influencing skills and ability to anticipate situations or issues that may arise in the near future
• Independent judgment and discretion with sensitive / confidential and proprietary information
• A can-do attitude, ability to be flexible and adaptable
• Ability to receive and act on ad-hoc requests
• Ability to think creatively and strategically
• A team-oriented work style
• An openness to periodically responding to requests outside of normal business hours.

Education :

• Bachelor's Degree preferred
• A minimum of 3-5 years of administrative support to Director’s, Senior Director’s and VP’s and office administration
• Strong PC computer skills with proficiency in Microsoft Office Suite (Word, Excel, Teams, Outlook, PowerPoint), Concur expense reporting

Thank you!

Deeksha Gupta

Team Lead - Recruitment

PAY RANGE AND BENEFITS :

Pay Range* : $33- $38 per hour

Pay range offered to a successful candidate will be based on several factors, including the candidate's education, work experience, work location, specific job duties, certifications, etc.

Benefits : Innova Solutions offers benefits( based on eligibility) that include the following : Medical & pharmacy coverage, Dental / vision insurance, 401(k), Health saving account (HSA) and Flexible spending account (FSA), Life Insurance, Pet Insurance, Short term and Long term Disability, Accident & Critical illness coverage, Pre-paid legal & ID theft protection, Sick time, and other types of paid leaves (as required by law), Employee Assistance Program (EAP).