Dynavax Technologies

Administrative Assistant

US-CA-Berkeley
1 week ago
ID
17-041R
Category
Global Technical Operations

Overview

This position provides confidential and high-level administrative support to the Vice President of Global Technical Operations and his direct reports. The ideal incumbent will exercise good judgment, initiative, and autonomy in supporting the management team in Global Technical Operations.  Other duties will include special projects and coordination of activities between Technical Operations and other departments, as well as external parties.  Initiate contacts with internal and external personnel at all levels to gather information to prepare for meetings and/or accomplish objectives in a collaborative effort. 

 

The work is generally of a critical and/or confidential nature. This position must cooperatively and seamlessly work with other administrative personnel and provide occasional back-up to the front desk.

Responsibilities

  • Provide full administrative support to the Vice President of Global Technical Operations:
    • Maintain multiple and complex calendars to reduce schedule conflicts and accommodate high-priority appointments.
    • Organize and schedule meetings with high attention to detail on conference room bookings, necessary AV/teleconference equipment, communication to participants, meeting materials, 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.
    • Effectively screen callers and respond to inquiries.
    • Assist in the management of vendors and other external resources, including the preparation and execution of contracts, confidentiality agreements, and other agreements.
    • Track and maintain accounting and financial activities for the department: code invoices, prepare expense reports and check requests.
    • Establish and maintain efficient paper and computerized filing systems.
    • Support the efficiency of department operations through verbal and written communications and systems.
  • Anticipate a variety of needs and problems and proactively suggest approaches and solutions. Stay abreast of developing needs and requirements for the executive and his direct reports, and act resourcefully.
  • Prepare and compile confidential correspondence, presentations, and reports.
  • Provide department administrative support:
    • Basic administrative needs such as meeting arrangements, catering, photocopying, FedEx, etc.
    • Coordinate all travel logistics, both domestic and international, including flights, hotel accommodations, ground transportation, agenda/logistical details.
    • Troubleshoot office administration problems and assist on special projects as assigned.
  • Provide administrative support cross-functionally for collaboration opportunities and activities.
  • Support the company in maintaining a work environment that fosters learning, respect, open communication, collaboration, integration, and teamwork.
  • Other duties as assigned.

 

Qualifications

  • For the administrative assistant level, at least 4 years’ progressive administrative assistant experience.
  • Computer literacy with strong proficiency in Microsoft Office applications – Outlook, Word, PowerPoint, and Excel.

  • Excellent organizational 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.

Additional knowledge and skills desired, but not required:

  • BA/BS highly preferred.
  • Experience in biotechnology highly desirable.

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