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Executive Assistant

Company: Domp--
Location: San Francisco
Posted on: November 11, 2019

Job Description:

ABOUT DOMP--
Ciao! At Domp-- , our success is rooted in our team and our history. We are a private, rapidly growing global biopharmaceutical company. Founded in Milan, Italy, we have a 165-year legacy of medical innovation. Domp--'s rich history has greatly influenced its priorities today: to innovate for the benefit of patients facing both everyday wellness needs and rare conditions. Domp-- operates in two strategic areas in select markets around the world: Primary Care, which includes prescription and over-the-counter products; and Biotechnology and Rare Disease, which recently expanded into the United States.
Today Domp-- has 700 employees worldwide and we are excited to be rapidly scaling in the United States. Our R&D hub is currently based in Boston, and the commercial organization is housed in the San Francisco Bay Area.
YOUR ROLE AT DOMP--: EXECUTIVE ASSISTANT
Our fast-growing team is looking for a highly organized, resourceful, and detail-oriented Executive Assistant to join our San Mateo office. The Executive Assistant is responsible for support of the U.S. General Manager and the Domp-- management team.
In addition to general administrative duties (calendar management, processing expenses, and scheduling travel), the EA will work on some special projects related to internal communication and office culture initiatives. The ideal candidate will have excellent communication skills, a problem-solving mindset, and have the ability to work autonomously at times.
The Executive Assistant will report to the Director, Business Operations, with a dotted line to the U.S. General Manager.
We are seeking team members who will live by and promote the core values of our Domp-- culture: Integrity, Speed, Knowledge, Passion, Attention to Detail, Reliability, Flexibility and Teamwork. We are looking for individuals who possess an entrepreneurial spirit, flexible attitude, and adaptable nature to join our team.
BUILDING INTERNAL RELATIONSHIPS: WHO THE EXECUTIVE ASSISTANT WORKS WITH WITHIN DOMP--:

  • General Manager
  • Business Operations
  • Office Coordinator
  • Home Office Employees
    BUILDING EXTERNAL RELATIONSHIPS: WHO THE EXECUTIVE ASSISTANT WORKS WITH OUTSIDE OF DOMP--:
    • Local vendors and businesses
    • External IT vendor
      WHAT YOU'LL BE DOING: MAIN RESPONSIBILITES OF AN EXECUTIVE ASSISTANT
      ADMINISTRATIVE SUPPORT
      • Provide timely, accurate and effective support to the Domp-- management team
      • Maintain multiple calendars and proactively resolve conflicts, process expense reports, schedule and coordinate travel, arrange teleconferences, and ensure that proper equipment is operational prior to meetings
      • Serve as a first reviewer of certain documents, including job descriptions, contracts, and internal communications
      • Provide contracts management for executive team, including input of documents into internal procurement system, monitoring approval flow, and archiving documents appropriately once approved
      • Plan onsite and offsite meetings, including team activities
      • Meet regularly with Business Operations to align on current and upcoming projects including All Hands meetings, reprioritizing tasks and communicating across the team and with partners as needed
      • Make independent decisions regarding the calendar priorities of those you support to reduce conflicts and accommodate high priority commitments
      • Exercise independent judgment and discretion with sensitive/confidential and proprietary information
      • Partner with the Office Coordinator to delegate administrative workload
        COMMUNICATION
        • Maintain open communication and provide visibility to Domp-- Management regarding project status, scheduling conflicts, and any issues that may need attention
        • Act as the mediator between project owners and external vendors to establish and re-evaluate priorities in cases where resources are constrained
          YOU COULD BE THE PERFECT FIT IF YOU HAVE:
          • 5+ years of administrative or project management experience
          • Interest in experiencing life at a start-up
          • Prior experience supporting senior executives, ideally in the biotech/pharmaceutical industry
          • High school diploma or equivalent, associate degree preferred
            SKILLS YOU'LL NEED FOR SUCCESS: ORGANIZATION
            • Detail and task oriented, deadline driven, highly organized, and eager to participate in and balance multiple concurrent projects on short timelines
            • Effective communication skills, especially as a fantastic writer
            • Strong relationship-building skills with ability to cultivate partnerships across teams and outside the company
            • Flexible, with a positive attitude when confronted with change
            • Ability to track, assess, and appropriately elevate issues as they arise, proposing solutions as needed
            • Proficient with technology with advanced skills with Microsoft Office suite applications
              SKILLS YOU'LL NEED FOR SUCCESS: PERSONAL
              • Critical thinker and active listener
              • Self-motivation
              • Teamwork and collaboration
              • Time-management
              • Detail oriented
              • Strategic planning
              • Anticipates needs
              • Speed and decisiveness
              • Understanding of successful working relationships internally and with external stakeholders
              • The desire to actively solicit feedback on performance and skill development needs
              • Appreciation for diversity of perspectives and approaches among peers
                AT DOMP--, WE LIVE OUR VALUES EVERYDAY:
                • Integrity
                • Speed
                • Knowledge
                • Passion
                • Attention to Detail
                • Reliability
                • Flexibility
                • Teamwork
                  BENEFITS OF JOINING OUR TEAM:
                  • Comprehensive medical benefits: we value access to healthcare for our patients as well as our employees
                  • Generous vacation / holiday time off: we care about our employees and encourage a balanced lifestyle
                  • Competitive 401(K) matching
                  • Bay Area office with great views, located in vibrant downtown San Mateo and within walking distance to restaurants, coffee shops, and the Cal Train
                  • A super cool team who's excited to transform lives through innovative therapies

Keywords: Domp--, San Francisco , Executive Assistant, Other , San Francisco, California

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