Executive Assistant II at Exelixis in Alameda, CA

Job description

SUMMARY/JOB PURPOSE: Responsible for the overall administrative functions within the Business Unit. Ensures that the day-to-day administrative operations run smoothly. Essential Duties And Responsibilities: • Provides expert administrative support in a variety of complex, confidential, and critical administrative and organizational tasks. • Works in partnership with the Manager of Executive Administration and the Executive Administration team to ensure that the Executives are all aligned in accordance with corporate goals, culture and values. • Maintains calendars, scheduling appointments, making travel arrangements; preparing reimbursement and expense reports; handling business transactions of a highly confidential and critical manner. • Conserves executive's time by reading, researching, and routing complex and/or confidential correspondence; drafting letters, documents, and reports using word processing and spreadsheet software; collecting and analyzing information; initiating telecommunications. • Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. • Partners with individuals within Commercial to ensure high-level administrative needs are met. • Manages conference logistics including but not limited to venue/space selection, technical requirements, hotel blocks, registration, meeting rooms, and other elements as necessary. • Acts as an information source on administrative and company policies, procedures, or controls; evaluates current operations to identify and implement process improvements. • Effectively and courteously screens and/or selectively refers callers and takes messages as needed; handles complex and sensitive inquiries/calls from external/internal sources. • Support distributing templated executive emails to internal distribution lists. • Support vendor purchase order and invoice processing with AP/Purchasing. • Maintains filing systems, copies and faxes. • Coordinates special events and office functions. • May compile statistical data. • Complies with all company health & safety policies and procedures. Supervisory Responsibilities: • None EDUCATION/EXPERIENCE/KNOWLEDGE & SKILLS: Education/Experience: • Bachelor's degree (B.A/B.S.) from four-year college or university and a minimum of 3 years related experience; or, • Equivalent combination of education and experience. Experience/The Ideal for Successful Entry into Job: • A minimum of 7 years prior clerical and administrative experience including handling logistics, typing, editing, distributing information, filing, telephone, etc. • High level experience supporting executives in a fast-paced environment. • Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in work flow along with the ability to work quickly, efficiently, and cope with high-volume of work. • Exhibits professionalism and composure in stressful situations and in meeting short deadlines. Knowledge/Skills: • Expert computer skills including familiarity with Microsoft Word, Microsoft Excel, PowerPoint, Internet, Outlook Express. • Ability to set up and maintain filing systems and track recurring department information. • Ability to prioritize and organize complex, confidential, time sensitive tasks and display well-developed project management skills. • Ability to demonstrate superior judgment and common sense in making critical decisions. • Ability to meet unplanned and/or tight deadlines. • Ability to initiate improvements and consistently drive optimal service. • Ability to accurately type 85+ words per minute. • Maintains a record of exceptional accomplishments and consistently demonstrates leadership on assignments and among their peers. • Routinely anticipates and takes initiative to solve problems. • Demonstrates clear evidence of successful and creative efforts contributing to projects, problem-solving, efficiency and productivity and advises others on effective tactics. • In-depth