Senior Executive Assistant, Legal Department

What You Will Contribute To Altos

Reporting directly to the General Counsel and Chief Compliance Officer, the Senior Executive Assistant provides executive support in a one-on-one working relationship. They will serve as the primary point of contact for internal and external constituencies on all matters pertaining to Legal, Compliance, and Environment, Health and Safety departments. The Senior Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations correspondence as needed; and oversees special projects.

The Senior Executive Assistant has a strong professional presence, a bias to action, the ability to interact effectively with all levels of the organization and represents Altos accurately and positively in all settings. We seek a creative individual who enjoys working within a fast-paced, entrepreneurial environment that is mission-driven and collaboration-oriented. The ideal individual exercises good judgment in a variety of situations, is a clear and effective communicator, demonstrates excellent and adaptable administrative and organizational skills, and maintains a realistic balance among multiple, shifting priorities. The Senior Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and handles sensitive and confidential matters with high level of discretion.

Responsibilities

• Completes a broad variety of administrative tasks for the GC/CCO including managing an extremely active calendar of appointments and at times, complex meetings; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; prepares and manages meeting minutes, and compiling documents for internal and external meetings
• Plans, coordinates and ensures the GC/CCO's schedule is followed and managed. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the GC/CCO’s time and office
• Communicates directly, and on behalf of the GC/CCO, with the Executive Team, Board members, and others on business matters as directed.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the GC/CCO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the GC/CCO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the GC/CCO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the company environment and keeping them updated.
• Provides leadership to build relationships across the executive administrative function crucial to the success of the organization and manages a variety of special projects for the GC/CCO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Assists with projects such as preparing documents for audit or corporate filings, budget tracking and reporting, and other legal, compliance, and EHS needs. Serve as lead for, and manager of, small programs and projects.
• Initiates follow-up procedures to ensure that projects and other tasks are completed and/or deadlines met including coordinating activities with others, and developing systems for tracking information, projects, and pending issues.
• Organize, plan, and execute team events.
• Develops, maintains, and manages accurate and organized manual or computerized filing systems; searches, locates, retrieves, and/or tracks files to provide requested information; and creates new files and filing systems when needed.
• Provides administrative assistance, program management, team meeting planning and logistics for other senior leaders in legal, compliance and EHS department as assigned.
• Initiates follow up procedures to ensure that projects and other tasks are completed and/or deadlines met including coordinating activities with others, and developing systems for tracking information, projects, and pending issues.
• Ensures that the GC/CCO ’s bio and other key professional information is kept updated.
• Supports the cultivation of ongoing relationships across the company.

Who You Are

Minimum Qualifications

• Bachelor's degree desired.
• Strong work tenure: 8+ years of experience supporting Senior Executives, particularly in the legal department.
• Experience interacting with and supporting board of directors preferred.
• Experience and interest in biotechnology and science.
• Strong experience developing internal and external communications and cross-functional and global partnerships.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with extreme attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
• Expert level written and verbal communication skills.
• Demonstrated emotional maturity and the exercise of independent judgment on complicated and difficult administrative matters involving sensitive and confidential information.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.
• Demonstrated ability to achieve high performance goals, meet deadlines, and manage time effectively.
• Resourceful self-starter that is curious, asks questions, and can make logical, proactive decisions in a fast-paced and demanding environment.
• Experience working with all levels of management, employees, vendors, external business partners, and high-level officials.
• Unwavering commitment to integrity.
• Proficient in Google apps, Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

The salary range for Redwood City, CA:

• Senior Executive Assistant: $154,700 - $209,300

Exact compensation may vary based on skills, experience, and location.

For UK applicants, before submitting your application:

- Please click here to read the Altos Labs EU and UK Applicant Privacy Notice (bit.ly/eu_uk_privacy_notice)
- This Privacy Notice is not a contract, express or implied and it does not set terms or conditions of employment.

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