administrative assistant in sunnyvale

job type
US$ 26 per hour
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job details

sunnyvale, california
job category
Biotechnology & Pharmaceutical
job type
US$ 26 per hour
reference number
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job description

Administrative Assistant

20 hours/week. For the month of September 2018, they must be able to work 40 hours/week.

Job Summary

The Administrative Assistant will report to the Global Head of Project Management Office (PMO) and will provide administrative support to the PMO, a department with 12+ employees. The Administrative Assistant will work closely with the Executive Administrative Assistant, Regulatory Affairs to complete projects and other administrative tasks.

Job Responsibilities

  • Administrative support to the PMO department, mainly supporting the Director and Associate Director level, reporting to the Global Head of Project Management Office, and coordinating with the Executive Assistant, Regulatory Affairs
  • Coordinates calendars and schedules a variety of meetings for Department employees (primarily for the Directors and Associate Directors), ensuring all parties are informed of and kept abreast of schedule changes
  • Coordinates catering requests both internally and externally per company policy/guidelines
  • Schedules domestic and international travel
  • Creates and tracks expense reports
  • Coordinates logistics for onsite and offsite meetings
  • Processes purchasing requests for the Department, including generation and facilitation of Purchase Orders, vendor maintenance (adding/updating new vendors, maintaining accurate vendor requests), resolution and escalation of any issues with vendor contracts and invoices
  • Provides support on SharePoint maintenance (creating and maintaining SharePoint groups for SharePoint folder access, ensuring up-to-date org chart and R&R information)
  • Assists with special projects as assigned
  • Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing
  • Performs data entry functions as needed
  • Serves as a back-up to other administrative staff as needed

Education & Qualifications

  • High school diploma or equivalent and relevant experience
  • Office experience
  • 5+ years' experience working in office environment
  • Professional appearance and demeanor
  • Strong attention to detail
  • Proficient in MS Office skills (Outlook, Word, Excel, PowerPoint)
  • Ability to follow directions and/or to ask follow-up questions as necessary
  • Ability to work independently and as a member of a team
  • Ability to plan and organize projects
  • Ability to deal effectively with a diversity of individuals at all organizational levels
  • Clear, concise written and oral communication


  • Medical, Dental, and Vision Insurance
  • 401K Plan with Company Match
  • Life and AD&D Insurance

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.