The position of the Project Associate will provide high-level administrative support to the Vice President and Managing Director, Purchasing Group. Secondary responsibilities include supporting the Executive Director of Sales.
Key Duties & Responsibilities:
General Administration
Coordinates communications, including taking calls as needed, following up on voicemails, responding to email and interfacing with members, partners, suppliers, contractors, and others;
Prepares internal and external documents;
Schedules meetings, appointments, and maintain calendars;
Prepares reservations and manages travel itineraries;
Provides historical reference by developing, utilizing, and maintaining an organized filing system of paper and electronic documents;
Prepares monthly expense reports;
Schedule, prepare materials in advance, assist with agendas, and distribute meeting minutes for all meetings;
Manages and updates the VP's calendar; maintaining a 4 week look ahead.
Plans, coordinates, and ensures the VP's schedule is followed and respected. Provides "gatekeeper and "gateway" role, creating a win-win situations for direct access to the VP's time.
Proactively schedules and manages standard and recurring meetings and events.
Works closely with the VP to keep him well informed of upcoming commitments, and responsibilities, following up appropriately. Act as a barometer, with sense of internal and external issues, keeping the VP informed.
Writes clear and concise correspondence, proofreads all materials for errors, omission, and consistency.
Attends meetings with the VP as required, prepares timely meeting agendas, and shares meeting minutes to attendees, and manages action items and deliverables.
Completes projects and special assignments in a timely manner by managing time and gaining the cooperation of others.
Provide administrative support to all team members within the Purchasing Group. Consisting of support in building PPTs for external and internal meetings and trainings, data cleanup in salesforce, marketing support, and on-site event support.
Build and maintain a professional relationship with PG suppliers and members.
Works with receptionist to order office supplies and makes new office product recommendations;
Other duties as assigned.
Membership
Assist in ordering new member plaques and assist in sending welcome letters to new members.
Support membership activities - update new member PPT for Lobby TV, make membership updates to Concierge and CRO websites, log member benefits and fields ongoing member inquiries.
Manage weekly sales report distributed to key stakeholders.
Provide support to the sales team and member engagement team as needed.
Sets up all conference calls.
Other duties as assigned.
Board of Directors
Responsible for coordinating all aspects of the quarterly Purchasing Group Board meeting.
Draft short letters and emails for review by the SVP/CBO, VP;
Interfaces and prepares work for outside boards and leadership positions;
Prepares or organizes PowerPoint presentations;
Organizes written communications and takes the lead on follow up with external agencies, consultants, board members, partners, vendors, and key stakeholders;
Consults regularly regarding priorities and competing deadlines;
One to two (1-2) years of experience as a personal assistant or executive assistant is a plus.
Must exhibit a high level of confidentiality;
Excellent interpersonal skills across a range of contacts including high-level executives, speakers, members, vendors, staff, and volunteers;
Ability to show initiative and to be self-motivated, innovative, and an independent thinker;
Excellent written and oral communication skills;
Exceptional follow-up and follow-through skills;
Strong organizational, time-management, and problem-solving skills and ability to meet tight deadlines; and
Be a team player.
High proficiency in MS Office, including Word, Excel, Outlook, PowerPoint, and SharePoint; and working knowledge of all standard office equipment.
The anticipated hourly range for candidates who will work in the San Diego area is $28.85 - $33.65. The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the job, type and length of experience within the industry, education etc. Biocom California is a multi-state and multi-regional employer and this salary range may not reflect positions that work in other states and regions.
Biocom California is the leader and advocate for California's life science sector. We work on behalf of more than 1,700 members to drive public policy, build an enviable network of industry leaders, create access to capital, introduce cutting-edge STEM education programs and create robust value-driven purchasing programs.
We know that a diverse workforce strengthens us as an organization and helps achieve our mission of accelerating life science success. As an organization, we are committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person's race, color, sex, gender identity or expression, age, religion, national origin, ancestry, ethnicity, disability, veteran status, genetic information, sexual orientation, marital status, or any characteristic protected under applicable law. Biocom California will provide reasonable accommodation for qualified individuals with known disabilities, in accordance with applicable law.