Executive Assistant

The Team

To develop a dynamic, integrated view of biological systems in health and disease, the Chan Zuckerberg Institute for Advanced Biological Imaging (CZ Imaging Institute) aims to push forward the development and application of new imaging technologies over the next 10 to 15 years. CZ Imaging Institute researchers will collaboratively develop breakthrough biological imaging systems centered around grand challenges that push the boundaries of what we can see and measure to obtain deep insights into the architecture of complex biological systems at the molecular level.

As an extension of the Chan Zuckerberg Initiative’s Imaging program, the CZ Imaging Institute (https://czii.org/) will create breakthrough technologies — hardware, software, biological probes, data, and platforms — that will be made available to the scientific community and adopted worldwide through a combination of direct access to the Institute, open sharing of advances, and commercial partnerships.

The Opportunity

We are currently recruiting for an Executive Assistant who will help provide complex support to various leaders. This includes anticipating needs, providing complex administrative support with discretion and independent judgment, managing rapidly evolving projects and initiatives, effectively interacting with high-level contacts, and making appropriate assessments on behalf of the executives they support. The ideal candidate will be highly organized, independent, proactive, and have strong interpersonal skills.

What You'Ll Do

• Provide high-level and comprehensive administrative support to various leaders, including complex calendaring, detailed travel plans, and agendas.
• Set up and process requests for meetings of varying degrees of complexity, while protecting time, exerting sound judgment in prioritizing events, and considering all logistics needed for each request (rooms or locations, video, time zone considerations, etc.).
• Prioritize and follow up on any time- or document-related requests.
• Point of Contact for additional external and internal requests related to projects, assistants, vendors, outside counsel, etc.
• Coordinate meetings, documents, and other aspects as needed across multiple teams
• Coordinate schedules and logistics for visiting guests.
• Prepare and file expense reports and invoices.
• Work autonomously to manage quickly changing priorities and keep everything running smoothly and effectively.
• Support contract processing, including DocuSign execution and filing in the contract database, as appropriate.

What You'Ll Bring

Essential -

• Minimum of 3 years of experience as an administrative or executive assistant, with a strong preference for experience in the bioscience field.
• Exceptional organizational and time management skills, with the ability to prioritize effectively in a fast-paced environment
• Excellent communication and interpersonal skills, with the ability to interact professionally with all levels of staff, both internally and externally.
• Executive decision-making skills with little input/feedback and sound judgment.
• Experience thriving in an ambiguous environment and can manage multiple priorities simultaneously.
• Strong attention to detail and a commitment to accuracy.
• Discretion and the ability to maintain confidentiality.
• Ability to react positively and quickly to last-minute changes in logistics or needs.
• Experience with organizations undergoing significant change and the ability to manage through change successfully.
• Advanced technology proficiency; confident in communicating virtually and learning new office tools. Experience with Google Applications, Slack, Microsoft Office, and Salesforce is a plus.

Compensation

The Redwood City, CA base pay range for a new hire in this role is $106,000.00 - $146,300.00. New hires are typically hired into the lower portion of the range, enabling employee growth in the range over time. Actual placement in range is based on job-related skills and experience, as evaluated throughout the interview process. 

Benefits For The Whole You

We’re thankful to have an incredible team behind our work. To honor their commitment, we offer a wide range of benefits to support the people who make all we do possible. 

• Provides a generous employer match on employee 401(k) contributions to support planning for the future.
• Paid time off to volunteer at an organization of your choice.
• Funding for select family-forming benefits.
• Relocation support for employees who need assistance moving

If you’re interested in a role but your previous experience doesn’t perfectly align with each qualification in the job description, we still encourage you to apply as you may be the perfect fit for this or another role.

#Li-Onsite