Administrative Assistant

Job Description

Digital Transformation (DT) function is established to effectively support Exelixis’ rapid growth which is expected in the next 3 to 5 years. DT supports business functions in process simplification, automation and data-driven decision making by introducing relevant technology products. DT products will aid in sustaining both organic and inorganic growth of Exelixis, increasing operational complexity of additional product launches, indications, capabilities, and geographies. The role of Administrative Assistant is critical in providing administrative support to the VP of Digital Transformation

Provides assistance with a variety of moderate to complex administrative and organizational tasks in support of the Digital Transformation.

Qualifications

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provides administrative support including a variety of moderate to complex administrative and organizational tasks to the Digital Transformation organization. Produces and edits moderately complex to complex correspondence, documents and reports using word processing, powerpoint and spreadsheet software. Assists in maintaining calendars for assigned team members, schedules internal and external meetings, makes travel arrangements, and coordinates visits by outside guests. Maintains internal portal “Nexus” on Digital Transformation product/project/team updates. Coordinates with the VP of DT on team’s compliance with mandatory trainings. Provides support for reimbursement requests and expense reports. Orders journals and office supplies, maintains office equipment and distributes mail. Maintains filing systems, produces copies, answers and directs phone calls and routes messages. Answers questions regarding departmental policies and procedures. May provide presentation support and perform special projects as requested. Complies with all company health & safety policies and procedures.

SUPERVISORY RESPONSIBILITIES: There are no supervisory responsibilities for this job.

EDUCATION/EXPERIENCE/SKILLS:

Education: Bachelor’s degree or equivalent or technical degree and a minimum of four years of related experience; providing adiministrative support to a VP of technology or higher capacity is prefered. Or equivalent combination of education and experience.

Experience: Minimum of 2 – 4 years of prior technology and administrative experience including handling logistics, communications, filing, telephone usage, etc.Skills: Strong computer skills including well-developed knowledge of Microsoft Outlook, SharePoint, Microsoft Teams or Slack, Word, Excel, PowerPoint, and Internet research capabilities. Ability to multi-task, organize and prioritize time sensitive tasks and display effective, independent project management skills. Ability to use sound judgment and initiative in resolving problems and making recommendations. Demonstrates tact, diplomacy, respect and confidentiality; is approachable and interacts professionally; builds business relationships based on mutual respect. Works efficiently, responds promptly and does not repeat errors. Responds well to shifting priorities by maintaining flexibility and professionalism. Routinely anticipates and takes initiative to problem-solve, and recommends and implements process/project improvements. Routinely produces error-free work, contributes to efficiency and productivity of department(s).

Knowledge/Skills/Abilities: Understanding of departmental procedures and processes with the ability to act as an information source on departmental operations and policies. Up-to-date knowledge of relevant desktop systems and software and ability to apply them to improve department effectiveness and execute daily and ongoing projects. General understanding and application of technical principles, theories and concepts in field of specialty and other related disciplines. Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions in work flow along with the ability to work quickly, efficiently, and cope with high-volume of work. Exhibits professionalism and composure in stressful situations and in meeting short deadlines. Effectively presents information to groups and individuals and promptly responds to questions. Encourages communication and cooperation and mutually beneficial solutions to problems. Ability to communicate effectively and professionally in person, by phone and by email with visitors and colleagues of varying employee levels.

Job Complexity: Works on assignments that are moderately complex to complex in nature where ability to recognize deviation from accepted practice is required. Applies job skills and company’s policies and procedures to complete a variety of tasks. Demonstrates appreciation for critical issues facing the department, plays an active role in helping to solve problems and seeks ways to make a difference even when not immediately obvious. Builds cooperative team relations with colleagues throughout the organization and with vendors outside the organization.

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Additional Information

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.