Job Description: Position Summary:
The Executive Assistant will provide a high touch administrative support the SVP, Head of Global Medical Affairs and the growing Medical Affairs team in a fast-paced environment.
Reports to: SVP, Head of Global Medical Affairs
Location: Thousand Oaks, CA or South San Francisco, CA
Travel: Minimal
Primary Responsibilities:
Under limited supervision and with general direction on priorities from the SVP, Head of Global Medical Affairs, the position is responsible for the following:
- Manages the SVP’s and the teams’ calendars, which includes using judgment to negotiate and maximize managers’ use of time while addressing needs of the organization, as well as anticipating and resolving scheduling conflicts. Keeps team on track with work commitments.
- Oversees travel arrangements and plans, including registering leadership team members for conferences and coordinating logistics and itineraries.
- Manages and prepares complex expense reports.
- Screens calls in order to effectively triage or route to the appropriate internal staff members.
- Works cooperatively with other administrative associates. Ensures team members are prepared for project meetings by coordinating and providing all necessary materials as well as supporting managers in developing agendas and documentation as needed.
- Establishes and maintains paper and electronic filing systems. Handles sensitive and confidential documentation, including SOP’s, Confidentiality Agreements, and other files relevant to the office so they are properly organized and maintained.
- Will be assigned special projects and ad hoc projects or take on additional responsibilities as need including clinical operational coordination and support ( ie Patient Advocacy coordination)
- Maintains a high degree of discretion and confidentiality given the nature of the work
Qualifications: Professional Qualifications:
- High School degree is required; a Bachelor’s degree in business, science, or communications is preferred.
- 7+ years of administrative experience supporting executive level staff.
- At least 2+ years’ experience in life sciences strongly preferred.
- Experience in a roll-your-sleeves up, all hands-on deck startup environment with progressively increasing responsibilities in executive administrative support and office management strongly preferred.
- Advanced knowledge of Microsoft Office (Word, PowerPoint, Excel, Outlook), expert in Concur a plus. Experience setting up and running video and/or conference calls using MS Teams preferred.
- Excellent written and spoken communication skills, and a professional demeanor.
- Ability to work successfully with multiple senior managers and external thought leaders, scientists, regulatory agencies or investors.
- Demonstrated excellent organization and planning skills.
- Demonstrates commitment to the success of the team over personal success.
Competencies
- Action Oriented & Perseverant: Takes on tasks and assignments with energy, visibly works hard to meet deadlines; not fearful of acting with minimum planning; seldom gives up especially when faced with resistance or challenges.
- Approachable: Is easy to approach and talk to, viewed as warm, pleasant, and gracious; builds rapport well; is a good listener.
- Interpersonal Skills & Customer Orientation: Relates well to others both internally and externally; establishes and maintains effective relationships with external parties and gains trust and respect.
- Follow Through & Multi-Tasking: Uses time effectively and efficiently, concentrates efforts on high priorities; able to manage multiple tasks in a timely manner with good communication to task owners; strong follow through on getting others to complete tasks in a team-oriented manner.
- Planning: Accurately scopes out length and difficulty of tasks and projects; breaks down work into the process steps; anticipates and adjusts for problems.
- Professional: Is viewed as professionally mature and can handle stress, is cool under pressure; handles confidential information with discretion and avoids becoming defensive or annoyed when times are challenging.
- Role model for Atara TRAIT values (Transparency, Respect, Accountability, Integrity, Trust)
More about Atara Bio: We launched Atara Biotherapeutics in August 2012 to help patients with serious diseases and few therapeutic options. We are considered a leading off-the-shelf T-cell immunotherapy company (Nasdaq ATRA) developing novel treatments for patients with cancer, autoimmune and viral diseases.
We’re proud of our team of 425+ Atarians co-located by design in 4 different locations including South San Francisco (corporate headquarters), Thousand Oaks (R&D and manufacturing headquarters), Zug, Switzerland (european headquarters) and a R&D site in the Denver, Colorado area. Our Southern California hub is anchored by a new 90,000 sq. ft., state-of-the-art Atara T-Cell Operations and Manufacturing (ATOM) facility.
Our mission – “Transform the lives of patients with serious medical conditions through pioneering science, teamwork, and a commitment to excellence.”
Our vision - “T-Cell Immunotherapy for every patient, any time.”
Atara offers a competitive benefits packages that includes medical/dental/vision benefits, life and disability, retirement and stock program, as well as a generous paid time off and wellness plan that supports the well-being of our staff. Visit www.atarabio.com/careers to learn more.
Atara Bio is an equal opportunity employer and makes employment decisions on the basis of merit and other lawful factors. In accordance with applicable law, the Company prohibits discrimination based on race, color, religion, creed, sex, gender (including pregnancy, childbirth or medical condition related to pregnancy or childbirth), gender identity, expression or dysphoria, marital status, age, national origin or ancestry, physical or mental disability, medical condition, genetic information, veteran status, caregiver status, sexual orientation, transgender status or any other classification protected by federal, state or local laws or because of the individual’s association with a member of a protected group or connection to an organization or group related to a protected group.
We comply with all applicable national, state and local laws governing nondiscrimination in employment as well as employment eligibility verification requirements of the Immigration and Nationality Act. All applicants must have authorization to work for Atara Bio in the United States.
Job Type: Full-time