Kelly Services South San Francisco, CA, USA
Dec 28, 2018Contract-to-Hire
Since 1946, Kelly Services has been providing outstanding employment opportunities to the most talented individuals in the marketplace. Today, we are looking to expand our team with hard-working individuals who believe in the potential of cells as engineered medicines, have the vision to do creative things, and the determination to execute that vision. The Executive Assistant/Office Manager is responsible for providing comprehensive administrative and organizational support to the Chief Development Officer (CDO) and Chief Technology Officer (CTO) and their respective team(s). With exemplary organizational skills and a knack for precision and detail, this person is vital to the facility's daily operations. Job Responsibilities Include: Provide administrative support to assigned executives and employees. Plan and schedule meetings including logistics and agendas. Greet and provide access to visitors from the front desk area. Prepare and communicate office and facility notices. Prepare and submit expense reports for CDO/CTO and assigned Executives. Book domestic and international travel arrangements with meeting logistics/agendas. Manage office security and controls working closely with contractors, vendors, etc. to control access to the facility. Perform administrative duties including calendar management, copying, e-faxing, answering main phone line, filing, preparing FedEx labels, maintaining memberships, and sorting/delivering/preparing mail; manage copy and mail room. Respond to internal and external inquiries and requests in a timely, professional manner. Order office merchandise and kitchen supplies. Manage vendors for office equipment. Manage facility floor plan including assigning seating, cubes and offices and facilitating moves. Coordinate with building management and maintenance for all office repairs and upkeep. Maintain all common areas, conference rooms, kitchen, and front desk, including cleanliness of entire facility. Assist in execution of site HR programs and protocols (e.g. scheduling of orientations, scheduling of candidate interviews/travel, coordinate training events including equipment setup and meal arrangement, etc.). Participate actively in the planning and execution of engagement related events, tracking and recording related expenses. Allocating office expenses to appropriate departments. Other Requirements: Incredible organization: we need someone to bring extreme organization to our processes. Integrity: we are looking for someone with unquestionable integrity and someone who can handle confidential information. Initiative: we need someone who will take it upon themselves to make the office a great place to work for everyone. You thrive under pressure without oversight. At least 5 years of experience being an EA supporting C-Level executives. Experience coordinating team building events, off-sites, and group activities. Proficiency with Microsoft Office/Google Apps, collaboration tools including Zoom, WebEx, GoTo Meeting, Slack. Experience working at a startup or have genuine interest in working at a startup. Attention to detail, excellent organization, prioritization, business writing and proofreading skills. Self-directed and ability to proactively assess problems and identify solutions. When applying, please note that you saw the job posted on the NOVA Job Board. If you need help with your resumé, please see a NOVA Career Advisor.