Executive Assistant

4D Molecular Therapeutics, located in Emeryville, CA is a global leader in gene therapy product research & development using scientific innovation to unlock the full potential of gene therapy for patients with genetic diseases.  At 4D Molecular Therapeutics, our goal is to design and develop transformative gene therapy products using our proprietary adeno-associated virus variants platform to treat serious unmet medical conditions.  4D is in need of a motivated, team oriented and experienced Executive Assistant. This individual will join a small team of expert administrative professionals to provide support to select executive team members and general support to a larger team of scientific and business professionals.

Major Responsibilities:

  • Manage scheduling and rescheduling of meetings and appointments with external parties for company’s senior management team; may maintain individual calendars for members of the senior management team
  • Arrange domestic and international travel, including air and ground transportation, hotel reservations, out of town dining, and car rentals, prepare itineraries and identify cost-efficient travel options
  • Prepare all types of written correspondence including letters, presentations and Excel spreadsheets; social media postings; compose correspondence
  • Aid in the preparation of materials and agendas for advisory and external meetings; capture action items, decisions, etc. in a variety of meeting settings
  • Serve as a host and a central resource for visitors, employment candidates and employees
  • Partner with executive administrative team to support a fast-growing office environment
  • Categorize expenses, reconcile charges against firm’s monthly credit card statement and process executive team’s expense reports
  • Support contracting and set-up of purchase orders as needed
  • Assist in coordinating activities between departments and for external activities, g., various external and internal meetings and workshops, interviews, events, and arrange catering, as needed
  • Organize and maintain files, records, and other projects as required
  • Coordinate execution of assigned functional area’s corporate documentation company agreements to include obtaining appropriate executive level signatures, electronic Cloud storage, etc.
  • Coordinate special meetings, events and functions in and out of the office; book conference and seminar attendance for staff
  • Maintain orderliness of office suite; order necessary items
  • Provide backup support for other administrative staff during periods of overload and provide break/lunch breaks for office coordinator

Knowledge & Skills:

  • Ability to work in a small company environment; 8+ years’ administrative experience; working within the life sciences industry a plus
  • Analytical and decision-making skills; interpersonal, communication, time management and organizational skills critical
  • Ability to independently integrate, prioritize and manage multiple tasks and work in a team-based environment required
  • Successful candidate will be an experience problem-solver with exceptional  flexibility  to  work  across  multiple  disciplines
  • Understand business  priorities  and  proactively  look  for  ways  to  streamline the  support  matrix  as  each  department  head  builds  out  their  group
  • Build and  maintain  key  external  relationships  via  the  core  business needs
  • Experience with Microsoft Office applications including MS Word, Excel, PowerPoint and Outlook, Cloud based storage platforms as well as calendaring programs and database applications required
  • Familiarity with social media tools
  • Ability to self-manage, set priorities and boundaries while consistently meeting deadlines and delivering high quality work product
  • Strong customer service skills and office administration knowledge
  • Professional and personal demeanor; able to effectively develop and maintain positive working relationship with colleagues and external parties. Perform several tasks concurrently with ease and professionalism
  • Basic accounting skills with a high degree of accuracy.  Knowledge of accounting software would be very useful
  • Experience managing online calendars and resource planning
  • Proven ability to exercise discretion and sound judgment; maintain confidentiality and demonstrate impeccable attention to detail
  • Dependable, punctual, follows instructions, responds to management direction and solicits feedback to improve performance
  • Consistently meet deadlines, while maintaining high quality work
  • Ability to work independently and proactively; demonstrates initiative
  • Ability to make professional decisions based on accumulated knowledge of position responsibilities

Qualified candidates may submit a resume and cover letter to jobs@4dmt.com