Dynavax Technologies

Administrative Assistant (Senior)

US-CA-Berkeley
1 week ago
ID
17-038N
Category
Legal

Overview

This position is responsible for providing confidential and high-level administrative support to the Vice President and General Counsel, Vice President Human Resources, as well as their respective direct reports. This position must exercise good judgment, initiative, and autonomy; handle special projects and coordinate activities between departments and outside parties; and contact internal and external personnel at all levels to gather information and accomplish objectives in a collaborative effort.  Work is generally of a critical and/or confidential nature.  This position must cooperatively and seamlessly work with other administrative support personnel and provide occasional back-up to the front desk.

Responsibilities

  • Provide full administrative support to the General Counsel, VP of HR department heads and their staff:

    • Maintain multiple and complex calendars to reduce schedule conflicts and accommodate high-priority appointments for 2 executives.
    • Organize and schedule meetings with high attention to detail on conference room bookings, necessary AV/teleconference equipment, communication to participants, and agendas.
    • Arrange complex and detailed travel plans both domestic and international, to include meeting registration, hotel, and transportation needs, and ensure executives have appropriate travel itinerary and/or documentation.
    • Determine priorities and actions required on executive projects in a proactive manner and follow through to ensure completion according to VP’s calendars or deadlines.
    • May assist in the management of vendors and other external resources, including the preparation and execution of contracts and confidentiality and other agreements.
    • Establish and maintain both paper and computerized filing systems.
    • Support the efficiency of department operations through verbal and written communications and systems.
    • Coordinate, track, and process all clinical-related invoices. Ensure invoices are routed appropriately for review and approval, and are submitted to accounts payable in a timely manner.
    • May assist with the production and/or distribution of study-related information and materials for study sites, vendors, institutional review boards, and consultants.
  • Assemble documents and supplies as needed to support department activities.

 

  • Anticipate a variety of needs and problems and proactively suggest approaches and solutions. Stay abreast of developing needs and requirements and act resourcefully.
  • Prepare and compile confidential correspondence, presentations, and reports.
  • Assist other administrative staff, including front desk coverage when appropriate.
  • Support the organization in maintaining work environment focused on quality and that fosters learning, respect, open communication, collaboration, integration, and teamwork.
  • Other duties as assigned.

Qualifications

  • At least 5+ years’ progressive administrative assistant experience, preferably in Legal. Experience in biotechnology highly desirable.
  • Computer literacy, with strong proficiency in all Microsoft Office applications – Outlook, Word, PowerPoint, Excel, and Access.
  • Excellent organization skills with strong attention to detail. Excellent written and verbal communication skills. Effective interpersonal and communication skills to establish and maintain positive working relationships across the organization.
  • Dependable, complete assigned tasks, excellent follow-through. Ability to manage many tasks simultaneously and shift priorities quickly.
  • Ability to perform detailed work independently and accurately with minimal direct supervision.

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed