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Executive Assistant-Regulatory Affairs & Quality Assurance

Company Name:
Palo Alto Staffing Services
Palo Alto Staffing has partnered with a leading Bio-tech company in Palo Alto to identify an Executive Assistant to support the Vice President of Regulatory Affairs & Quality Assurance and her group. Apply today!

This is a direct-hire position.

Summary:
This position will provide administrative support to the Vice President of Regulatory Affairs & Quality Assurance and her group. This individual must be a highly detail-oriented executive assistant who enjoys working in a team-based, dynamic and fast-paced start-up environment and who has experience in supporting multiple individuals. An ideal candidate should have strong organizational skills.
POSITION RESPONSIBILITIES:
Uses advanced level Microsoft Office software including Word, Excel, and PowerPoint to prepare documents containing confidential information, i.e. scientific data and medical terminology for internal technical or external regulatory authority reviews. Pays close and careful attention to the appearance and clarity of presentation materials and documents.
Coordinates internal and external meetings. Details include but are not limited to securing meeting location, reserving and preparing conference rooms and media material (PowerPoint presentation, handouts, etc), arranging participant travel, , sending invitations, providing hard copies of documents, setting up teleconferences, and catering.
Prioritizes workload involving multiple projects/timelines for multiple individuals from Regulatory Affairs & Quality and Program Management departments.
Takes meeting minutes upon request.
Works with travel agency to make domestic and international travel arrangements for both Program Management, Regulatory Affairs and Quality Assurance groups.
Prepares and submits executive's expense reports.
Maintains executive's calendars and contacts.
Operates basic office equipment (i.e. copier, scanner, FAX).
Accepts additional duties and projects as assigned.
POSITION REQUIREMENTS:
Requires a Bachelor's Degree
Has 5+ years administrative experience supporting senior executives or a large department in small company enviromnment.
Possesses excellent verbal, written, and interpersonal skills as well as good proofreading and editing skills and is a proactive thinker
Possesses advanced knowledge and proven experience using a number of office software including but not limited to MS Office suite, Outlook, etc.
Requires knowledge and understanding of administrative and office policies and procedures
Experience working in public biotech or pharmaceutical company is preferred
Flexible, positive and adaptive attitude towards aggressive timelines, and is willing to provide hands-on support to the team when necessary to meet tight timelines.

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