Executive Assistant


Brisbane, CA

Industry: Healthcare


11 - 15 years

Posted 9 days ago

This position ensures that the General Counsel’s workflow and schedule is on track and aligned with Aimmune’s priorities.  The work will encompass both in-depth and routine administrative functions including daily support in office administration, calendar management, meeting logistics, travel arrangements, event planning.  This position is located in the Brisbane, CA office and is a 5-day per week in the office role.

Specific Responsibilities:

  • Coordinate with the General Counsel on Board of Director and Board Committee matters, which may include managing the logistics and planning necessary to execute on Board calls and meetings.  Interact with Board and/or Committee Members as it relates to calendars, meetings and materials
  • Track all Board of Director and Board Committee meeting minutes, including coordinating with outside counsel on draft minutes, processing changes to draft minutes, tracking down signed final minutes and updating the Aimmune finance team on the complete list of all meetings and minutes on a quarterly basis
  • Post Board and Board Committee materials to Aimmune’s Board portal in advance of all Board and Board Committee meetings
  • Heavy calendar management of multiple calendars including meeting logistics and travel for local and international meetings, both in-house and offsite.  Identify, communicate and resolve calendar conflicts in advance.  Coordinate with other EAs to resolve calendar conflicts
  • Coordinate and organize weekly meetings of the Executive Committee of Aimmune
  • Venue and vendor management
  • Manage travel for the General Counsel, including air and ground transportation,  and lodging.
  • Assist with material preparation/presentation for both internal/external meetings
  • Receive and direct external visitors
  • Prepare and manage business correspondence including reviewing, typing, copying, file maintenance, etc.
  • Maintain an efficient flow of information between all levels in the company, including internal and external contacts on a wide spectrum of plans and priorities
  • Assist team with budgets, invoices, and manage the accurate and timely processing of invoices and expenses, which includes creating purchase orders for legal vendors, processing invoices for payment, and tracking personal expense reimbursement status
  • Organize files and filing system for the General Counsel
  • Provide coverage for others on the Administrative team, including the Reception area
  • Support other members of the Legal and Compliance teams at Aimmune
  • Additional tasks and responsibilities will evolve along with the needs of the department

Qualifications / Requirements:

  • BA / BS degree or equivalent work experience
  • 10+ years of direct experience
  • Candidates with experiencesupporting lawyers are strongly preferred
  • Interest or experience in the biopharmaceutical industry preferred
  • Preferred Experience, Special Skills, Knowledge:
  • Proven ability to handle confidential information with complete discretion and maturity, and the ability to deal with ambiguity by using good judgment
  • Experience managing multiple calendars with competing priorities and composing business correspondence
  • Experience supporting multiple Executives in a fast-paced environment, as part of an administrative support team
  • Strong organizational skills that reflect the ability to perform and prioritize competing tasks
  • Experience working with a Board portal is preferred
  • Strong decision-making, problem-solving, time management, and organizational skills
  • Great interpersonal skills with the ability to work with a wide variety of internal customers and external business contacts
  • Excellent attention to detail including proofreading skills
  • Excellent written and verbal communication skills
  • Highly proficient with MS Office
  • The willingness to go above and beyond to get things done
  • Success in this role requires patience balanced with a sense of humo