Senior Administrative Assistant II

Role Summary

This position provides assistance with a variety of complex administrative and organizational tasks, which may be of a confidential nature, in support of a Business Unit.

Responsibilities

• Manages Outlook calendars for assigned team members, schedules internal and external meetings, coordinates visits by outside guests
• Produces and edits complex and/or confidential correspondence, documents and reports using word processing, PowerPoint, and spreadsheet software
• Coordinates travel for assigned team members with company travel agency, manage air and hotel reservations, create itineraries
• Provides support for reimbursement requests and expense reports
• Tracks contracts, purchase requisitions and invoices
• Orders office supplies and handles incoming and outgoing packages and mail
• Manages office communications—fields and routes organizational phone calls, emails, and traditional mail
• Maintains office services, including IT resources and facilities (includes fielding technical questions and submitting service requests)
• May provide presentation support and perform special projects as requested
• Answers questions regarding departmental policies and procedures
• Collaborates across departments to help plan events and further company initiatives
• Provides as-needed back-up support for other administrators
• Represents Exelixis’ interests in relationships with external associates including vendors, consultants, and clients
• Complies with all company health & safety policies and procedures

Qualifications

• High School Diploma or General Education Degree (GED) and a minimum of five years of related experience; or
• Associate's degree (A.A.) or equivalent from two-year college or technical school and a minimum of three years of related experience; or
• Bachelor’s degree (B.A./B.S.) from four-year college or university and a minimum one year of related experience; or
• Equivalent combination of education and experience
• Experience within the pharmaceutical and biotech industries
• Prior computer and administrative experience including calendar management, travel arranging, expense reporting, handling logistics, typing, editing, customer service

Skills

• Advanced computer skills including advanced knowledge of Microsoft Outlook, Microsoft Word, Microsoft Excel, PowerPoint, adept at Internet research
• Ability to prioritize and organize complex, confidential, time sensitive tasks and display exceptional project management skills
• Ability to demonstrate independent judgment, initiative, and common sense in problem-solving and making recommendations
• Ability to communicate effectively with all employee levels in person, by phone and by email
• Demonstrates tact, diplomacy, respect, and confidentiality, is approachable and interacts professionally; builds business relationships based on mutual respect
• Builds cooperative, team relations with a wide variety of coworkers throughout the organization and with some individuals outside the organization
• Consistently demonstrates leadership on assignments and among peers and is routinely sought out for critical assignments
• Works efficiently, responds promptly
• Responds well to changing demands and frustrating situations by maintaining flexibility and professionalism
• Routinely anticipates and takes initiative to solve problems, recommends and implements process/project improvements
• Produces error-free work routinely, contributes to efficiency and productivity of department by support provided and suggestions given
• In-depth understanding of job-related practices and department procedures and processes; ability to act as information resource on departmental operations and policies
• Advanced, up-to-date knowledge of relevant desktop systems and software and ability to apply them to maximize department effectiveness and problem solving

Education

• High School Diploma or General Education Degree (GED) and a minimum of five years of related experience; or
• Associate's degree (A.A.) or equivalent from two-year college or technical school and a minimum of three years of related experience; or
• Bachelor’s degree (B.A./B.S.) from four-year college or university and a minimum one year of related experience; or
• Equivalent combination of education and experience

Additional Requirements

• Environment: primarily working indoors, performing administrative/computer work
• Travel not required