Senior Executive Assistant, Legal Department Altos Headquarters / 27 August 2024

Company: Tbwa Chiat/Day Inc
Location: Redwood City
Posted on: November 17, 2024

Job Description:

Senior Executive Assistant, Legal DepartmentOur MissionOur mission is to restore cell health and resilience through cell rejuvenation to reverse disease, injury, and the disabilities that can occur throughout life.Diversity at AltosWe believe that diverse perspectives are foundational to scientific innovation and inquiry. At Altos, exceptional scientists and industry leaders from around the world work together to advance a shared mission. Our intentional focus is on Belonging, so that all employees know that they are valued for their unique perspectives. We are all accountable for sustaining a diverse and inclusive environment.What You Will Contribute To AltosReporting 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. 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 handle sensitive and confidential matters with a 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 acknowledgment 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. Serves 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.
• Organizes, plans, and executes 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.
• 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 AreMinimum Qualifications
  • 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.We are a culture of collaboration and scientific excellence, and we believe in the values of inclusion and belonging to inspire innovation.Altos Labs provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.Altos currently requires all employees to be fully vaccinated against COVID-19, subject to legally required exemptions (e.g., due to a medical condition or sincerely-held religious belief).Thank you for your interest in Altos Labs where we strive for a culture of scientific excellence, learning, and belonging.
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Keywords: Tbwa Chiat/Day Inc, Palo Alto , Senior Executive Assistant, Legal Department Altos Headquarters / 27 August 2024, Legal , Redwood City, California