The Tandym Group is Hiring an Executive Assistant / Office Manager Near Los Altos, CA
A pharmaceutical company in New York City is currently seeking an experienced Administrative professional to join their staff as their new Executive Assistant / Office Manager. Responsibilities: The Executive Assistant / Office Manager will:
Manage CEO, COO, and CMO’s meetings/calendars and assist in travel arrangements when needed
Serve as the company’s initial point of contact for customers/clinical sites (phone, voicemail, email, and web inquiries)
Proactively inform management of key daily issues
Coordinate meetings and phone conferences between team members, consultants, and external collaborators
Coordinate company meetings, social events, and other activities
Field phone calls while in the office and attend to mail received, organize payables for accounting
Manage office and kitchen supplies, including taking inventory, ordering/shopping, and stocking
Manage communications to the Board of Directors, including executing documents via DocuSign and calendaring Board and Board committee meetings
Assist with document control, including routing Change Orders for signatures, Nondisclosure Agreements (NDAs), and contracts
Evaluate services and the costs of select vendors and assist Operations with vendor/product approval process at new customer and/or clinical sites
Assist with internal document audits and organization of the company’s electronic files
Schedule interviews and track hiring candidates
Assist in onboarding/offboarding new team members, including desk setup, swag, coordinating with IT on computer and software needs and setup
Perform other duties, as needed
Qualifications:
3 years of experience as an Executive Assistant and/or Office Manager
High School Diploma / GED
Experience with financial and/or HR-related reporting
Experience planning corporate events
Experience managing and coordinating global travel arrangements
Computer savvy
Solid problem solving and time management skills
Exceptional phone etiquette
Great interpersonal skills
Excellent communication skills (written and verbal)