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Administrative Coordinator

Company: Guardant Health
Location: Redwood City
Posted on: May 6, 2022

Job Description:

The Administrative Coordinator performs a broad variety of functions to directly support the President/CEO and Senior Vice President, Operations. Essential Functions : Ensure seamless flow of the President & CEOs day-to-day activities. Manage all related components with flexibility, discretion, professionalism, and strong interpersonal skills. Manage calendar of appointments and events, including arranging meetings, conference calls, travel, etc.Ensure changes, updates and conflicts are resolved and communicated in a timely and efficient manner. Coordinate travel itineraries for identified leaders, to include airfare, hotel accommodations, transportation and registration. Prepare travel packet and monitor for logistical changes and updates which require notification so that travel is as seamless as possible. Meeting management to include: scheduling, venue selection and confirmation, distribution of relevant materials, arrangements for teleconferencing/AV set up, and catering/clean-up of rooms as necessary. Screen telephone calls, receive and direct visitors, process daily mail, and maintain up-to-date filing system. Track items and communicate status. Responsible for monthly President & CEO update and report. Schedule and set up Board of Directors & OCSC meetings. Select locations, coordinate meeting details and refreshments, collect RSVPs, attend meetings and take meeting notes, prepare and distribute minutes to Board members. Keep Board of Directors information and biographies up-to-date. Update Board of Directors Orientation book as needed. Maintain Board of Directors Meeting Minute book and relevant files.Assist with the annual Board of Directors election process. Coordinate Board of Directors & OCSC Meetings (manage against process, timelines and budget in tandem with the senior team) with respect to developing the agenda, marketing the event and elevating new practices. Handle all aspects of the board election including overseeing the nominating committee, the nominating process and the Annual board of directors meeting. Oversee the board orientation program. Update Dashboard for metrics and report metrics to President & CEO. Prepare and process expense reports for President/CEO. Ensure receipts are collected and processed within set guidelines and in a timely manner. Prepare and coordinate welcome notes and/or gifts as needed for groups and VIPs. Maintain discretion and confidentiality in handling sensitive information with board members, staff and general public. Maintain updated contact lists for President & CEO. Manage and track entertainment ticket allocations. (Disney Club 33, Angels, Ducks, etc.) Perform other duties and projects as assigned. Marketing Meeting management to include: scheduling, venue selection and confirmation, distribution of relevant materials, arrangements for teleconferencing/AV set up, and catering/clean up of rooms as necessary. Coordinate fulfillment request with Marketing for staff business cards, notepads, name badges, and headshots. HR/Operations: Under the direction of the Director of Administration and Senior Vice President, Operations assist with various HR/Operations duties: Assist with new-hire onboarding process. Assist Administration Director with open enrollment process. Assist with the recruitment process by performing reference checks and scheduling interviews. Prepare Anniversary and Birthday Announcements for monthly staff meetings. Floor Warden for Visit Anaheim. Safety Committee for Visit Anaheim. Assist with staff engagement events (holiday events and staff break). RingCentral administrative duties. Assist with office supply Jobble

Keywords: Guardant Health, Redwood City , Administrative Coordinator, Administration, Clerical , Redwood City, California

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