Executive Assistant at RAPT Therapeutics
South San Francisco, CA, US
We are looking for a self-motivated and driven Executive Assistant who enjoys streamlining a busy day and working in a constantly changing environment. This person will primarily provide dedicated administrative assistance to the whole Research & Development Leadership Team as well as attend to the Company’s needs.  This position will report to the Chief Scientific Officer, and will partner with the CEO’s Executive Assistant to support the whole Company.  We are looking for a professional experienced in working in a fast-paced, creative environment with passionate team members who are focused on quality and execution.
  • Provide full administrative support to the Research & Development (R&D) Leadership Team
  • Handle administrative duties such as submitting and reconciling expense reports
  • Collect and submit Company credit card receipts for yourself and R&D Executive Leadership Team as needed
  • Extensive calendar management for both R&D Leadership Team as well as internal Company meetings
  • Coordinate both internal and external conference calls, meetings, and events
  • Plan and execute on-site and off-site meetings, dinners, catering, and events, including semi-annual Scientific Advisory Board Meetings
  • Set up travel and accommodations for executives, scientific advisory board members, and consultants as needed
  • Assist in scheduling R&D candidates as part of the recruiting process
  • Track all upcoming scientific conferences and their poster submission deadlines; book all related travel and registration needs
  • Maintain scientific library of research articles (both physical and digital)
  • Serve as the face of RAPT Therapeutics on behalf of your team and help them build great relationships with internal stakeholders and external contacts
  • Book meeting rooms, order supplies, order catering for meetings and company lunches
  • Maintain R&D contract management, which includes filing and tracking R&D contracts
  • Order business cards as needed for entire Company (except CEO and CFO)
  • Work with the events committee and HR for Company event planning
  • Greet visitors and provide general support as needed
  • Resolve administrative problems and inquiries as needed for the entire company
  • Assignments may be found in various functional areas
  • High School graduate, or relevant experience
  • Requires a minimum of 5 years of experience supporting C-level executives
  • Experience in the biotech/biopharma industry is highly desired
  • Know how to triage tasks and requests, and constantly prioritize
  • Excellent verbal and written communication skills
  • Must be highly organized, resourceful and self-directed
  • Must have the ability to multi-task and handle multiple projects with focus, accuracy, and efficiency
  • Exceptional follow-up skills and a customer service approach to all employees
  • Superior attention to detail
  • Must be flexible and available
  • Advanced computer skills and savvy with MS Office Suite
  • Good judgment, high levels of integrity and quality at all times
  • A responsible individual able to execute with minimal direction
  • Ability to work with highly confidential information and to be tactful and discrete
  • Must be able to work in a fast-paced environment
  • Must be a collaborative team player and have a willingness to jump in and assist where needed;  will partner with the CEO’s Executive Assistant, and will work harmoniously with the entire General & Administrative Team.