Office Associate

Xeris Pharmaceuticals

San Diego,CA

12/1/2019

The Office Associate is responsible for reception duties in XERIS San Diego office, as well as supporting company operations by maintaining San Diego office systems, managing conference rooms, office facilities, and assisting in day-to-day administrative activities. This is a Temp to Hire role.

  • Manage conference rooms and meetings, including scheduling, catering, and logistics

  • Work with hotel and other outside properties to facilitate meetings (meeting space, food and beverage)

  • Assist Office Associate in Chicago with coordination of meeting logistics as needed

  • Create, edit and proofread company documents in Microsoft Word, Power Point and/or Excel as requested

  • Prepare and distribute meeting materials, charts and reports as directed for various meetings

  • Order office and kitchen supplies

  • Assist laboratory personnel with ordering of equipment and supplies; maintain laboratory supply inventory (no lab exposure, only administrative)

  • Assist with creation of purchase requests for the Office Services Department

  • Partner with Office Associate in Chicago to evaluate new office products, place orders when needed

  • Answer telephones, greet and welcome guests

  • Serve as first point of contact for external auditors that arrive onsite for mandatory site audits (i.e. FDA, city of San Diego, etc.). Responsible for reviewing and becoming comfortable with all SOPs relating to hosting auditors

  • Manage all incoming and outgoing mail

  • Perform all other admin duties and adhoc projects as required

  • High School Diploma required, Bachelors degree preferred

  • 1-3 years of experience in a professional, fast paced environment

  • Strong proofreading, verbal and written communication skills

  • Excellent organizational skills

  • Excellent interpersonal skills and the ability to complete tasks in a professional and discreet manner

  • Maintain a high level of confidentiality

  • Manage multiple and sometimes conflicting priorities in a fast-paced and demanding environment

  • Proven record of excellent internal and external customer service

  • Highly proficient Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)

  • Position may require periodic evening and weekend work, as necessary to fulfill obligations. Periodic overnight travel.

Job ID: 2019-1149

Street: 3985 Sorrento Valley Blvd.

Telecommute: No

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