4D Molecular Therapeutics

4D Molecular Therapeutics

Administrative Assistant (Contract)

Emeryville, California

Sponsorship not specified$36k-$42kDetected 8 days ago
ExcelLogisticsRecruitingContract ManagementCommunicationPublic SpeakingMicrosoft OfficeSharePoint

About the role

  • Attention recruitment agencies: All agency inquiries are vetted through 4DMT's internal Talent Acquisition team.
  • No unsolicited resumes will be accepted.
  • The 4DMT Talent Acquisition team must expressly engage agencies on any requisition.

Responsibilities

  • Direct Support for Senior Executives: Accountability to manage administrative tasks with a high priority focus on calendar management, supporting schedule changes, managing multiple incoming requests for meetings, working in alignment with the weekly priorities of each executive.
  • Includes tasks to support project teams as needed with logistics relating to key business meetings as directed by hiring manager and assigned executives.
  • Meeting Logistics and Planning: Book conference rooms, coordinate attendee confirmations when needed, manage room set-up and catering, when needed, be on site to receive food deliveries and set up conference rooms.
  • Support planning and coordination of offsite meetings and employee events by completing specific tasks, including but not limited to sourcing vendors, comparing options, performing basic cost analysis and communication with vendors regarding lodging and meals needs and ground transportation details, purchasing of gifts and supplies necessary for employee events.
  • Accountability to manage administrative tasks with a high priority focus on calendar management, supporting schedule changes, managing multiple incoming requests for meetings, working in alignment with the weekly priorities of each executive.
  • Book conference rooms, coordinate attendee confirmations when needed, manage room set-up and catering, when needed, be on site to receive food deliveries and set up conference rooms.
  • Teamwork and Back Up Support: Participate in cross functional team projects.

Requirements

  • 3-5 years of administrative experience
  • Agencies contacting hiring managers directly will not be tolerated, and doing so may impact your ability to work with 4DMT in the future.
  • Attend required training sessions to gain proficiency in the administrative role requirements for using IronClad contract management and Coupa purchasing software.
  • Education:
  • BA or equivalent relevant work experience
  • Electronic Calendar Management, Outlook preferred: The role relies on heavy use of email, calendar, and contact functions in Microsoft 365.
  • Experienced Microsoft Office User/ SharePoint Environment: Applicant must possess the ability to prepare and edit all types of written communications, including contract documents, presentations, and spreadsheets, and deploy basic formatting skills using Word, Excel, PowerPoint. Must adhere to established guidelines for file management and sharing in the SharePoint environment.
  • Excellent Communication Skills: Success in the role requires the ability to clearly communicate both in writing and verbally and to listen closely and ask questions when needed to clarify instructions. Information will be communicated in written format via email, instant messaging or texting or received by verbal instruction by phone or face to face.
  • Please note, the hourly compensation range offered to the final candidate depends on various factors: candidate's geographical location, relevant work experience, skills, and years of experience.
  • 4DMT provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, status as a covered veteran, and any other category protected under applicable federal, state, provincial and local laws.

Nice to have

  • The role relies on heavy use of email, calendar, and contact functions in Microsoft 365.

Skills

  • Excellent Communication
  • Good Judgement and Discretion: The Administrative Assistant must hold all matters in confidence and protect confidential information.
  • Physical Requirements of the Role
  • Ability to move and lift at least 10 lbs. for setting up catering and receiving small shipments.
  • Primarily computer use and extended periods of sitting.
  • Hourly compensation range: $36.00-42.00/hr

Compensation

  • Please note, the hourly compensation range offered to the final candidate depends on various factors: candidate's geographical location, relevant work experience, skills, and years of experience.

Benefits

  • Provide backup support for other members of the 4DMT Administrative Team during PTO or peak activity periods as directed by hiring manager.
  • Must have the ability to be flexible and provide prompt real-time response to changing business needs.

Company info

  • Arrange domestic and international travel, including air and ground transportation, hotel reservations, out-of-town dining, and car rentals.
  • Complete registration for conferences and events to capture cost savings whenever possible.
  • Ensure flights, hotels and ground transportation bookings are arranged to meet business needs while adhering to company expense policies.
  • Prepare and update itineraries and communicate with travelers as arrangements change.

Equal opportunity

  • Employer/Protected Veterans/Individuals with Disabilities
  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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This listing is sourced directly from 4D Molecular Therapeutics's careers page and normalized into a canonical job model.