Executive Assistant - Technology Job at ImmunityBio in El Segundo

Executive Assistant

The Executive Assistant will assist the Chief Technology Officer and their direct reports by performing high-level administrative work. The role will navigate the executive calendars to support prioritization of business needs and travel planning; and will serve as a liaison with internal and external stakeholders while maintaining confidentiality.

Essential Functions:

• Coordinate a variety of travel, meetings, and other calendar appointments, requiring interaction with both internal and external contacts.
• Anticipate the executive's needs and prepare required materials for conferences, meetings, calls, and various appointments.
• Process all invoices to ensure timely and accurate payments.
• Track contracts through negotiation, approval, distribution, and execution process including the required follow-ups with legal, finance, and supply chain as needed.
• Assist in managing calendar in Outlook, manage contacts lists and send invitations.
• Schedule meetings, prepare agendas, and record and distribute meeting minutes.
• Provide coordination for Technology projects and activities, track progress to milestones/deadlines and follow up on deliverables.
• Screen and draft internal and external correspondence, emails, memos, and reports.
• Prepare and submit expense reports and reimbursements.
• Represent the executive and exchange sensitive information with key company contacts including regulatory agencies, advisory boards, clients and other external business constituents.
• Maintain and track the department budgets.
• Support preparation of presentations and materials for internal and external meeting.
• Identify and implement process improvements for administrative workflows and department operations.
• May provide guidance or coordination support to other administrative staff supporting TechOps.
• Document and maintain standard operating procedures (SOPs) of administrative processes.
• Performs ad-hoc and cross-functional duties and/or projects as assigned to support business needs and provide developmental opportunities.

Education & Experience:

• High School diploma required, Bachelor's Degree in Business Administration or related field preferred.
• 8+ years' professional experience as an Executive Assistant.
• Prior experience working with confidential or sensitive information, preferably in the medical or pharmaceutical industry, is required.
• Experience documenting and maintaining standard operating procedures for administrative processes required

Knowledge, Skills, & Abilities:

• Ability to thrive in a fast-paced and highly matrixed biopharmaceutical environment that requires adaptability, initiative, and seamless collaboration across technical, operational, and corporate functions.
• Ability to consistently exercise sound judgment, professionalism, and discretion while handling confidential information, managing sensitive communications, and representing the CTO and TechOps with poise to internal and external stakeholder.
• Ability to maintain proprietary, trade secret and confidential information.
• Strong organization and planning skills.
• Strong knowledge of standard productivity software tools (e.g. MS Office suite, especially Excel & PowerPoint).
• Budgeting and basic finance knowledge.
• Exceptional written and verbal communication skills, with the ability to craft clear, concise, and professional correspondence and presentations.
• Positive attitude.
• Proactive, resourceful, efficient, energetic, and a genuine desire to work well with people.
• Strong attention to detail.
• Ability to effectively prioritize and multi-task under limited direction, and ability to shift priorities quickly while working under tight timelines
• Strong problem-solving skills and ability to anticipate needs and proactively address issues.
• Able to work with senior leaders and stakeholders at all levels, internally and externally with ease and minimal direction.
• Familiarity with collaboration tools (e.g., MS Teams, Zoom, OneDrive or similar) and basic virtual event support.

Working Environment / Physical Environment:

• This position works on site in El Segundo, CA
• Regular work schedule is Monday Friday, within standard business hours. Flexibility is available with manager approval.
• This is primarily a position that works at a computer most of the time

This position is eligible for a discretionary bonus and equity award. The hourly base pay range for this position is below. The specific rate will depend on the successful candidate's qualifications, prior experience as well as geographic location.

$51.50 (entry-level qualifications) to $56.65 (highly experienced) per hour

The application window is anticipated to close on 60 days from when it is posted or sooner if the position is filled or closed.

ImmunityBio employees are as valuable as the people we serve. We have built a resource of robust benefit offerings to best support the total wellbeing of our team members and their families. Our competitive total rewards benefits package, for eligible employees, include: Medical, Dental and Vision Plan Options Health and Financial Wellness Programs Employer Assistance Program (EAP) Company Paid and Voluntary Life/AD&D, Short-Term and Long-Term Disability Healthcare and Dependent Care Flexible Spending Accounts 401(k) Retirement Plan with Company Match 529 Education Savings Program Voluntary Legal Services, Identity Theft Protection, Pet Insurance and Employee Discounts, Rewards and Perks Paid Time Off (PTO) includes: 11 Holidays Exempt Employees are eligible for Unlimited PTO Non-Exempt Employees are eligible for 10 Vacation Days, 56 Hours of Health Pay, 2 Personal Days and 1 Cultural Day We are committed to providing you with the tools and resources you need to optimize your Health and Wellness.

At ImmunityBio, we are an equal opportunity employer dedicated to diversity in the workplace. Our policy is to provide equal employment opportunities to all qualified persons without regard to race, gender, color, disability, national origin, age, religion, union affiliation, sexual orientation, veteran status, citizenship, gender identity and/or expression, or other status protected by law.