Executive Assistant Posted Aug 26
Genomatica , San Diego, CA
 
Position Summary

Genomatica develops commercial biobased processes to make widely-used chemicals that enable better, more sustainable everyday products. That enables our partners and leading brands to offer better food packaging, auto parts, clothing, carpets, and more.

We’ve commercialized processes for bio-BDO (for plastics) and for biobased butylene glycol (for cosmetics); and our technology drives the world’s first commercial-scale biobased plant for a major intermediate chemical. We’re working on long-chain chemicals (cleaning products, to replace palm oil as feedstock) and polyamide intermediates (nylon) and recently announced a multi-year partnership with Lululemon. We have more on the way.

This position provides proactive administrative support to executive team members handling information and details of a highly confidential and critical nature. Role includes supporting executives in our Commercial and Legal team in all aspects of administrative support including travel, meeting management, materials preparation and management, records retention and other duties as needed. This position will maintain high-level contacts of a sensitive nature inside and outside the company.

Essential Functions and Responsibilities include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Calendar management - Coordinate all aspects of each executive’s calendar (management meetings, internal and external meetings, conferences, vacations, etc.)
Meetings attended, and begin, as scheduled
Priorities are appropriately triaged
Materials needed for meetings are prepared/provided in advance
Follow up action items are tracked
Management of all aspects of meeting arrangements for internal and external meetings, partners, recruitment, strategic offsite meetings and coordination with other executive assistants for participation in BOD, investor, partner and other meetings.
Schedule meetings
Preparation and distribution of agendas & materials (electronic and hard copy)
Dispersal of meeting minutes and approvals to applicable departments for action
Supporting professional look and feel for the company for visitors
Ensuring room set-up (projectors, videoconferencing, phone conferencing, shades, temperature, internet access, wireless access, power cords or extension cords, video monitor, meals and refreshments, chart paper, markers).
Coordination of detailed travel arrangements
Eating arrangements including restaurant selection, delivery, transportation of participants, AV needs, seating arrangements, etc.
Travel Management & Expense Reports
Handle all aspects of complex travel arrangements for domestic and international travel, often coordinated with other executives – air travel, hotels, ground transportation, coordination of meeting times with travel times, executive travel preferences
Provide detailed itinerary for each trip embedded in electronic calendar and stand alone
Agendas and meeting materials for all meetings attended during the trip
Timely expense report tracking and filing
Company Events and Meeting Planning
Event planning, design and production while managing all project delivery elements within time limits
Conduct market research, gather information, and negotiate contracts prior to closing any deals
Provide feedback and periodic reports to stakeholders
Propose ideas to improve provided services and event quality
Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.
Ensure compliance with insurance, legal, health and safety obligations
Reviewing bills and approving payments
Mail Management/Filing/Records/Materials organization and retention for each executive

Process contracts for supported departments (i.e. NDA, MTA and Consulting Agreements) and coordinate invoice payment
Coordinate completion of document (terms, signatures, etc.)
Log-in as applicable to Contracts Log; obtain document number
Forward completed contracts for file maintenance and tracking.
Coordinate invoice payment approvals together with accounting
Prepare, edit and proofread professional documents for formatting, graphics inclusion, references, footnotes, etc.

Qualifications & Experience
The requirements listed below are representative of the knowledge, skill, and/or ability required in order satisfactorily perform in this role.

Education
Bachelor’s degree in Communications, Business Administration or related field preferred

Experience

7+ years related experience supporting management-level, including interactions within and outside the company (customers, vendors, visitors and other dignitaries), with at least 5 years’ experience successfully supporting C-level executives in a public company; (Biotechnology or High-Tech industries preferred) or equivalent combination of education and experience.

Preference will be given to candidates with previous experience supporting legal and commercial teams
Equivalent experience and proficiency with complex international and domestic travel arrangements
Equivalent experience and in-depth knowledge of company operations
Extensive event planning and meeting planning proficiency and experience

Knowledge Requirements

General knowledge of business practices and policies for public and private companies
Thorough knowledge of, and proficiency in, Microsoft Outlook, PowerPoint, Word, and Excel
Ability to learn and implement software applications with ease and efficiency.

Competencies

Excellent organization, time management and planning skills for self and executives served
Excellent written and oral communication skills
Excellent judgment
Strong ability to prioritize and multi-task
Ability to mentor and motivate other support staff and work together as a team
Ability to interact comfortably, confidentially, and professionally with all levels of the organization, and especially with members of senior management
Ability to maintain composure throughout differing situations
Understanding of office and business politics, and the ability to successful perform within
Pro-active attitude with the ability to anticipate all aspects of executive needs
Service and solutions-oriented attitude, with accountability for deliverables.
Strong team orientation; focus on organization vs. self
Flexibility in schedule – ability to work outside of normal business hours as needed

Work Environment/ Physical Demands

The work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position works primarily in an office setting, with occasional access to laboratories. As such this position requires to ability to use computers and office equipment, communicate with other individuals through a variety of methods. This entails the ability to sit and to reach, to talk and hear, stand; walk; use hands to finger, handle, or feel. There are no specific lifting requirements. Specific vision abilities by this job include close vision, depth perception and ability to adjust focus.

The employee must be able to work off-shifts, weekends, and additional hours as required.

Genomatica is committed to providing exciting career opportunities in an environment that values trust, respect, openness, teamwork, creativity, enthusiasm, and diligence. We strive to create a culture that enables and encourages everyone to bring their whole selves to work. We are committed to be a company where everyone feels they have equal opportunity to reach their potential. Everyone is accepted and appreciated for who they are and what they bring to Genomatica.

We promote the continued development of an inclusive environment that values diversity through Geno4All, our employee led Diversity, Equity, and Inclusion (DEI) committee. We are looking for innovative, highly motivated, and collaborative people who enjoy the challenges and rewards of a company devoted to commercializing cutting-edge sustainable technology.

Check us out on our LinkedIn Life page. Genomatica is an equal opportunity employer.

Qualified applicants will be considered without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability or any other characteristic protected by law.



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