Department: Collabrations Business

Job Title: Executive Assistant, N0828-A

Description:
 This position will provide high-level administrative support for the Vice President, Collaborations Business

ESSENTIAL DUTIES:

• Manage the Vice President, Collaborations Business calendar.
• Screen and route phone calls for the Vice President, Collaborations Business.
• Assist in drafting and preparation of department budgets.
• Schedule and assist in preparation of materials for external collaboration meetings.
• Assist with creating, editing, updating and proofreading of correspondence, presentation materials and other relevant documents.
• Coordinate and schedule domestic and international travel, meetings, conferences, etc.
• Work closely with other executives and their assistants to gather and compile data/information for meetings, slide presentations, etc.
• Prepare expense reports.
• Maintain contacts database in MS Outlook.
• Sort, organize and distribute in-coming and out-going mail and shipping packages.
• Screen general electronic mailbox for relevant inquires and route to appropriate personnel.
• Set-up, organize, and maintain electronic and hard copy filing and database systems.
• Maintain updated materials and prepare kits for external communication purposes.
• Prepare, maintain and track detailed schedules of multi-task projects.
• Use MS Excel for tracking and budgeting spreadsheets.
• Initiate and track work orders.
• Ensure deadlines are met

OTHER DUTIES:

• Special projects on an as needed basis.
• Comply with XOMA Policies and Procedures

Job Requirements:
Education and/or experience:

• AA or BA degree from a college or university; 5+ years experience at the Senior Management or Executive level, preferably in the biopharmaceutical industry or other related fast paced, interruption driven environment.
• Prior experience scheduling domestic and international travel.
• Experience working with senior level executives is required, biotechnology or pharmaceutical industry preferred

Special skills/knowledge:

• Strong organizational and administrative skills with ability to prioritize and juggle simultaneous tasks under strict time constraints.
• Advanced Microsoft Office skills (Outlook, Word, Excel, Power Point, and Access).
• Excellent verbal and written skills, including proofreading and editing skills.
• Ability to create detailed presentation materials.
• Ability to work under pressure and time constraints.
• Ability to coordinate large and multiple projects.
• Strong interpersonal skills and self-starter with an assertive personality.
• Professional demeanor with the ability to maintain strict confidentiality at all times.
• Ability to work effectively independently and in a team oriented environment.

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