Sr. Executive Assistant, Operations & Advocacy

Role Summary

Senior Executive Assistant, Operations & Advocacy responsible for keeping business operations organized and on track. You will manage calendars and travel, prepare expense reports and presentations, support onboarding, and coordinate with internal teams and external vendors. The role requires strong written and verbal communication, the ability to multi-task in a fast-paced environment, and the discretion to handle confidential information. This hybrid role is based in San Francisco, with in-office collaboration 3-4 days per week.

Responsibilities

• Provide administrative support to the Chief Operations Officer and direct reports within the Business Development and Operations Dept., as well as the Patient Advocacy Team
• Extensive calendar, meeting, and event management to coordinate internal and external meetings/events, including staff meetings, executive briefings, team meetings, patient advocacy etc.
• Assist with food orders, meeting needs, agenda support, and note-taking
• Proactively manage calendar requests and conflicts
• Apply discipline and rigor around meetings and ensuring agendas, and clarifying context and purpose with senior leaders you support as well as participants
• Handle all travel (flight, hotel, car) arrangements for domestic and international travel
• Expense management duties, which include submitting expense reports and receipts in a timely manner
• Budget Management, Vendor Management, and Coupa Support
• Provide onboarding support for new hires within the team and be a point of contact for new hire
• Provide onboarding support for new vendors and agencies when needed, ensuring they have the proper access and documents/enablement required to get them up and running
• Project work as needed to support each team’s goals
• Support for cardiovascular patient advocacy team:
  • Meeting planning (i.e. Summit, fireside chats with patients), department finance processing (all POs and invoices), grants/sponsorship finances, patient reimbursements
  • End to end grants management (Cybergrants, process all incoming grant requests, sponsorship coordination), MSAs & contracting

Qualifications

• 8+ years of administrative assistant experience
• Proactive, one step ahead work ethic, attitude, and approach
• Able to multi-task and juggle multiple calendars, teams, and requests
• Ability to drive schedules and agendas with a more profound understanding of the context
• Strong teamwork and interpersonal skills, with a desire to offer suggestions and improvements
• Superior communication skills with the ability to work across all levels, internally and externally
• High level of confidentiality, discernment, and judgment
• Desire to grow and take on your projects and work under pressure while consistently meeting deadlines
• Generally IT savvy
• Experience working with all levels of management, employees, vendors, and customers
• Experience with MS Office applications, including Outlook, Word, PowerPoint, SharePoint, and Excel

Skills

• Calendar management
• Travel coordination
• Expense management
• Onboarding support
• Presentation development and modification
• Meeting and event planning
• Budget and vendor management
• Coupa support
• MS Office (Outlook, Word, PowerPoint, SharePoint, Excel)
• Strong written and verbal communication
• Discretion and confidentiality
• Ability to work independently and with initiative

Additional Requirements

• Occasional travel to provide support at events/conferences