Executive Assistant - Commercial

Responsibilities

• Seamless administrative support of CCO and other senior leaders within the group.
• Effective and proactive calendar management; responsible for prioritizing meetings and resolving any calendar conflicts as needed. Ability to manage complex calendars with high attention to detail and timelines.
• Aid in interview scheduling and hosting candidates.
• Plan and coordinate domestic and international travel.
• Manage complex travel itineraries including transportation, accommodations, and special circumstances.
• Handle various administrative tasks: submit expense reports, track, and reconcile expenses, support front office as needed.
• Greet and attend to the comfort of guests, including transportation needs, parking arrangements, lunch set up, dinner reservations, and general assistance for duration of the visit.
• Represent Alumis in a professional, friendly, and positive manner, greeting visitors, distributing mail, and welcoming employees.
• Play a key role in assuring smooth day-to-day office operations; managing facilities and vendors to ensure our office space stays streamlined and organized:
• Maintain inventory levels of general office and other supplies.
• Identify issues or deficiencies and recommend improvements.
• Develop and maintain relationships with facility management and vendors, including cleaning, catering, and security services.

Qualifications

• Must have 8+ years of experience in an administrative or executive support role. The ideal candidate will have at least 3-5 years executive-level support experience. Late-stage biotech industry experience is preferred but not a requirement.
• Excellent interpersonal skills and the ability to handle various interactions, including sensitive and highly confidential materials and situations.
• Excellent listening and verbal communication skills.
• Demonstrated ability to work independently and effectively with strong organizational skills, accuracy, and attention to detail.
• Ability to manage multiple tasks and balance competing short- and long-term priorities.
• Experience working with remote/hybrid organizations.
• Advanced Microsoft Office skills, including Outlook, Word, PowerPoint, and Excel are essential. Experience with Greenhouse is a plus!
• Self-motivated, enthusiastic and adaptable; exudes a can-do attitude.

Benefits

• Health insurance premiums paid at 90% for employee, 80% for dependents
• Free access to Genentech Bus & Ferry Share program
• $100 monthly cell phone stipend
• Unlimited PTO for Exempt employees
• Free onsite gym and a kitchen stocked with yummy snacks and drinks!