POSITION SUMMARY

The Senior Administrative Assistant is responsible for providing comprehensive administrative and organizational support to the Chief Operating Officer, Chief Medical Officer, and SVP Head of Research. They will also serve as our first point of contact for the SKI Center, our Headquarters in Seattle, WA. This position will report to the Chief of Staff, Head of Administration at Umoja, who is responsible for on-site operations and activities.

This position will partner with the Chief of Staff in providing overall site support for 60+ Umoja employees located at The SKI Center. This position will be the primary front desk contact at the SKI Center and will be the first impression for all important guests, visitors, and vendors. The successful candidate will play a key role in all site administrative support and must provide exceptional internal customer service and office manager skills. They will need to balance this responsibility while also providing seamless support to the leadership members mentioned above. These leaders are key to the culture at the SKI and this role will be an extension of their leadership. The successful candidate will have unquestionable integrity and can handle highly sensitive, confidential information. They will also have initiative and take it upon themselves to make the SKI Center a great place to work.

With exemplary organizational skills and a knack for precision and detail, this person is vital to the Administrative Team and the facility’s daily operations. CORE ACCOUNTABILITIES

Specific responsibilities include:

• Provide day-to-day administrative support to Leaders, including calendar management, travel arrangements, submitting expense reports and other key responsibilities as assigned
• Establish and maintain efficient office management processes; perform routine administrative duties such as maintaining office supplies, processing mail and other needs site needs as they are identified.
• Assist the Chief of Staff and provide overall site support for 60+ Umoja employees
• Consistently represent Umoja and The SKI Center in a professional manner.
• Regularly partner cross functionally with leadership and staff at all levels of the organization to ensure the needs of the executives they support are delivered seamlessly.
• Coordinate efforts across multiple time zones.
• Coordinate onsite and offsite meetings, meeting space and services (food, beverage, and audio/visual), hosting visitors.
• Efficiently and accurately process expense reports, contracts, check requests and other accounting forms in accordance with company policy and to ensure timely disbursement or reimbursement through appropriate follow-up.
• Manage logistics for Seattle based meetings, including AV/technical, location, catering
• Attention to detail, excellent organization, prioritization, business writing and proofreading skills.
• Interact and coordinate regularly with other Executive Team members and their staff in the execution of daily responsibilities.
• Provide general office support, including reception, screening and directing email, reading, and routing mail, developing, and maintaining complex filing systems, photocopying, scanning, and faxing documents as needed.
• Ability to be self-directed and proactively assess problems and identify solutions.
• Other duties as assigned

The successful candidate will have:

• Minimum of 5 years of experience as an Administrative Assistant supporting VP level or above.
• The ability to proficiently navigate and troubleshoot a wide variety of computer software including but not limited to Microsoft Excel, Word, PowerPoint, Outlook, Zoom, MS Teams, and SharePoint.
• Exceptional judgment and initiative in resolving problems and proactively making recommendations.
• Ability to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner with minimal supervision.
• Ability to work under pressure to meet tight deadlines, highly complex and often sensitive situations, and coordinate the input of others in these circumstances.
• The ability to work with all levels of the organization and handle highly confidential and sensitive information
• Experience coordinating site events, offsites, and group activities.
• Experience working at a startup or have genuine interest in working at a startup; meaning the ability to be adaptable and flexible to constant shifts in directions and priorities
• Demonstrated the ability to be highly accountable and reliable; learns from mistakes, asks questions, and is curious to learn and grow
• You have generosity of spirit and a great sense of humor.

Preferred Qualifications:

• Experience being an office manager with experience managing an office/facility
• Experience working within the biotech/pharmaceutical industry is highly preferred.
• Experience preparing and maintaining budget for office expenditures.
• Experience supporting, diverse and multi-function leadership teams.

Physical Requirements:

• Position may require long periods of sitting or standing in one place
• The ability to work onsite a minimum of 4 days per week
• Must be able to moves items weighing up to 30 pounds

Salary Range: $93,500 - $115,500