Administrative Assistant (supporting: Vice President of Aging and members of the

Who we are:

Calico (Calico Life Sciences LLC) is an Alphabet-founded research and development company whose mission is to harness advanced technologies and model systems to increase our understanding of the biology that controls human aging. Calico will use that knowledge to devise interventions that enable people to lead longer and healthier lives.

Position description:

We are looking for an organized, analytical, energetic and dependable individual to provide administrative support to various Sr. Leaders/departments.  Our candidate will be comfortable in a fast-paced, start-up environment, where collaboration is key to building both the organization and the culture. You will manage a variety of projects simultaneously, which requires strong multi-tasking skills, facility with online workspace and project-management software, savvy business judgment and the communication skills needed to effectively interact with a variety of people and job functions.

Responsibilities:

• Build relationships and work closely with multiple internal and external individuals, collaborators and teams.
• Manage multiple complex calendars including scheduling and prioritizing meetings.
• Coordinate key internal meetings and external/collaborator meetings including confirming a mutually agreeable date/time, tracking and drafting agenda items, confirming meeting presenters and preparing materials such as collecting, editing and distributing presentations.
• Organize and manage company-wide live and video seminars as required, including scheduling, advertising, recording and archiving.
• Assist with project tracking and management using complex project management software such as SmartSheets.
• Coordinate and organize complex domestic and international travel for individuals and groups.
• Prepare and support off-site meetings including selecting and securing an appropriate meeting venue, working with the meeting events team to properly set up the conference room, plan the catering and ensure audiovisual equipment is available.
• Manage and coordinate contract, invoice and PO requests and approvals. Reconcile expenses through Concur.
• Monitor key deadlines and deliverables and communicate regularly to ensure completion.
• Manage conference sponsorship requests, including external correspondence, processing donations and tracking budget.
• Partner with the administrative staff to ensure all team members are supported and administrative tasks are managed.
• Perform special projects upon request.

Qualifications:

• 4-6 years experience providing administrative support to sr. leaders as well as experience with customers, vendors, visitors
• Attention to detail, high level of accuracy
• Ability to multitask and to execute requests in a timely fashion
• Excellent written and verbal communication, including grammar, spelling, and editing
• Experience in a fast paced, highly collaborative environment. Experience in biotech or pharmaceutical company preferred
• Demonstrated ability to gracefully handle confidential time-sensitive duties
• Superior organizational skills and ability to prioritize competing demands
• Strong interpersonal skills and the ability to work well independently and collaboratively
• Attention to detail and demonstrated ability to follow detailed directions with accuracy
• Tech-savvy, excellent computer skills with an advanced working knowledge of Google Suite, Microsoft Office and Mac software (Keynote, Pages)
• Experience and facility with complex project management software (for example, SmartSheets)
• A friendly, positive can-do attitude

Calico requires all new hires to be fully vaccinated for COVID-19 prior to the first date of employment.  As required by applicable law, Calico will consider requests for Reasonable Accommodations.