Title: Executive Assistant or Senior Assistant

Location: Bay Area/ Hybrid

Full Time

Client: Astella's Venture Fund

Purpose & Scope:

The primary focus of this position is to provide effective administrative support to the Managers, the department and internal and external stakeholders. The role is designed to provide a stable internal platform for the Team to evaluate and execute new investments while maintaining the existing portfolio with timely and accurate records, communications, and scheduling. In addition to this, the role includes regular setup of expats infrastructures such as PC and phone provided by US head quater from Japan. These also include responsibility for maintaining fixed resources including office and supply, office equipment, and communications equipment. The position functions as general ambassador and communication interface between teams and other departments and external contacts. Responsibilities include calendar management; document and presentation production / editing and preparation for execution by management; payment; travel logistics; preparation for external meetings including a meal supply; expense report and purchasing processing; tracking; and general filing. If necessary, personal items are stored at appropriate place after discussion with managers and HR representatives.

Essential Job Responsibilities:

· The successful candidate will be: customer service focused, proactive, flexible, approachable, patient, courteous, tactful and diplomatic.

· Have skillsets to handle confidential materials and personal information and goods

· Prepares and creates presentations taking advantage of appropriate software programs and available audio and video equipment.

· Schedules both virtual and in-person meetings for multiple personnel and local off-site meetings, ensuring that all facilities adequately meet necessary requirements and are conveniently located.

· Interacts primarily with immediate supervisor with occasional inter-departmental and external company interaction.

· Provides administrative support including departmental correspondence and preparation of operational documents including but not limited to bank wire transfer requests, corporate and shareholder consent forms, correspondence with external third parties for execution by management, and understands the daily management and operations of the computer and printer, phones and voice mail, mail, calendars, faxing, copying, and scanning.

Description:

· Operates audio and video equipment with the ability to coordinate conferencing with large groups. Has the ability to use features and external components of equipment with the ability to troubleshoot problems. Regularly uses multi-media projector.

· Prepares invoices, purchase orders, expense reports, makes travel arrangements with the ability to understand and coordinate travel schedules, files sensitive documents, and orders office supplies assuring proper levels are maintained with general direction.

· Coordinates oral and written communications on behalf of the departmental teams as requested by supervisor.

· Accurately interprets instructions to complete tasks with general supervision, clearly communicates (verbal and written), expresses ideas and needs with individuals and groups, adjusts terminology as appropriate, and complies with accepted standards.

· Assists on special projects within area and routinely trains others in routine tasks as needed.

Organizational Context:

· Individual contributor role. Regular reports directly to President, in support of the Team as a whole.

· The Team is currently comprised of five (5) members, including the President, an Investment Director and three (3) Senior Investment Managers. All members of the Team report directly to the Head of Business Development at Headquarters in Tokyo, Japan.

Qualification:

· Bachelor’s or diploma or equivalent required. Minimum two years of administrative experience, preferably in a pharmaceutical company setting.

· Possesses writing, editing, spelling, grammar, formatting, and standard business correspondence skills.

· Highly developed communication skills, intense attention to details with multiculture disciplines, especially Japanese.

· Exhibits characteristics of a team player who can work independently as well as within a group setting and can interface across multiple departments and levels of management.

· Demonstrated skill proficiency in Microsoft Office with particular importance of Outlook, Excel, Word and PowerPoint.Advanced proficiency in a variety of software and PC functions and a high level of confidence in learning a variety of software for databases, and spreadsheets.

· Possess oral and written communication skills with an ability to work within an environment that utilizes both in-house and outsourced (contract/temporary) resources.

· Advanced typing skills (50-65 wpm) required. Ability to proofread for clarity and grammatical errors essential.

· Excellent organizational skills, effective project management skills, and commitment to meeting deadlines and work well under pressure.

· Demonstrated ability to be discreet, and flexible, work with minimal supervision, and prioritize assignments to ensure critical issues are addressed and/or brought to the attention of the appropriate expert within the department(s).

· Self-motivated, takes the initiative, and has the ability to work with general supervision.

· Must be circumspect in handling highly confidential and sensitive information and materials including funds. Understands and applies Astellas values, maintains and demonstrates high ethical standards in conducting Astellas business. Will be required to acquire and utilize an understanding of internal corporate relationship between Astellas and Astellas Venture Management as it relates to clear internal communication, collaboration, and compliance of confidentiality.

· Must have excellent communication skills, intense attention to details with multicultural disciplines, especially Japanese.

Preferred:

· Experience working with software/systems including Zoom, Sharepoint, Teams, SAP Concur

Strongly preferred (not required):

· Venture capital assistant experience or Pharmaceutical/Bioventure assistant or equivalent.

· Japanese language skills – minimum intermediate, in descending order of importance: reading, writing, listening, speaking.

Job Type: Full-time

Pay: $80.00 - $95.00 per year

Schedule:

• Monday to Friday

Application Question(s):

• Do you have experience with Pharmaceutical/Bioventure or Venture capital?
• Do you understand or speak Japanese?

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Excel: 4 years (Preferred)
• Microsoft Powerpoint: 4 years (Preferred)
• Zoom, Sharepoint: 2 years (Preferred)
• Teams, SAP Concur: 2 years (Preferred)

Work Location: Hybrid remote in South San Francisco, CA 94080

teachering.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, teachering.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, teachering.org is the ideal place to find your next job.