Executive Assistant

Work closely with the Executives, with guidance from the CoS, and in coordination with the Sr. Leadership Executive Assistant team, to understand the company and priorities to deliver efficient and responsive 24-hour coverage of the Executive needs.

• Be available in-person to travel with the EVP as required, primarily supporting his on-the ground requirements as needed, in close coordination with CoS team and EA team.
• Attend assigned meetings, takes minutes and action items. Work with CoS team to ensure completion of outstanding actions, incl actions arising from Exec Team interactions and from internal company communications (Slack, email).
• Manage calendar; support EVP communications; ensure EVP is prepared for all meetings; work with appropriate owners/influences within the company to ensure EVP-directed actions are communicated (and closed out).
• Arrange complex travel plans, itineraries and trip agendas.
• Acting with discretion and professionalism, maintain smooth communication between the executives and internal departments to support credibility, trust and support amongst senior management staff.
• Partner closely with other EA’s based in Palo Alto to ensure alignment on cross-functional intiatives and general integration / alignment across offices – especially CBO and CSO offices.
• Work on special projects as directed.
• Provide backup to other Executive Assistant team members as needed.
• Complete and process expense reports.
• Additional duties as assigned.
• Ability to manage an ever changing calendar of appointments; handle all requests for meetings and appointments, scheduling or redirecting.
• Ability to work across different time zones.
• Experienced in booking extensive global travel.
• Ability to anticipate work, multi-task, handle multiple workstreams and prioritize assignments effectively.
• Familiar with working in a fast-paced environment with meetings, travel schedules and priorities constantly changing.
• Strong attention to detail while working quickly and efficiently with little to no direction from leader(s).
• Strong interpersonal skills and the ability to build relationships with others across the company.
• Ability to exercise sound judgment in assessing and determining how to handle queries, calls and issues.
• Highly resourceful team-player.
• Strong organizational, communication skills.
• Willingness to handle time-sensitive requests during non-business hours.
• Interest in learning and/or ability to follow discussions involving scientific, technical and funding related topics.
• High level of proficiency with Microsoft Outlook, Excel, Word and Powerpoint required.
• Commitment to the highest ethical standards.

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