Administrative Coordinator
Company: Guardant Health
Location: Redwood City
Posted on: May 6, 2022
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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
orders.by Jobble
Keywords: Guardant Health, Redwood City , Administrative Coordinator, Administration, Clerical , Redwood City, California
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