Executive Assistant

The Executive Assistant is responsible for overseeing and managing the administrative functions of Executive Vice Presidents and C-Suite members. The Executive Assistant plays a crucial role in optimizing processes, ensuring efficiency, and maintaining a productive and well-organized work environment.

This position is remote with corporate headquarters in Foster City, CA and Parsippany, NJ.

Primary Responsibilities

• Manages complex calendars and contacts, books domestic and international travel, and submits expense reports for supported executives, ensuring all details are up to date, anticipating conflicts, resolving scheduling issues, and prioritizing items based on their needs
• Proactively collaborates with other administrative staff members in coordination of calendars, requests, and events
• Schedules meetings and conference calls, oversees list of attendees and requisite correspondence, maintains meeting agendas, and manages logistics such as conference room bookings, phone/video conferencing technology, and meals
• Plans and assists with Board and Executive Management Committee (EMC) meetings (including traveling to and assisting with in-person meetings), assembles and distributes agenda materials, and assists with obtaining signatures and corporate recordkeeping
• Prepares meeting plans and itineraries and compiles documents for internal and external meetings of the supported departments, including planning and managing team meetings, off-sites, and events
• Maintains confidential files, including Board and EMC materials
• Anticipates executives' needs, including being extremely knowledgeable of individual preferences and expectations and working proactively to prevent problems before they develop
• Provides back-up support for contract administration and sends prepared contracts out for signature
• Oversees the implementation and maintenance of administrative software and systems to support efficient operations
• Provides insights and recommendations to senior management on administrative matters that impact the Company's success
• Provides back-up coverage to other Executive Assistants as necessary

Competencies

• Expert level proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint) and other administrative tools
• Technical acumen in managing expense reports, purchase orders, and contracts utilizing relevant software and systems
• Superior organizational, analytical, and problem-solving skills with a keen attention to detail
• Excellent interpersonal, teamwork, relationship-building, and communication skills
• The highest levels of integrity and professionalism with the ability to handle sensitive situations with discretion while maintaining strict confidentiality and ethical standards
• Ability to work collaboratively and effectively with diverse teams over multiple time zones
• Excellent time management skills with the ability to successfully balance several projects simultaneously while working under pressure to meet deadlines
• Self-motivated and capable of planning and prioritizing work within a fast-paced environment
• High level of commitment; availability after hours and on weekends as needed

Experience

• High School Diploma required; Associate's/Bachelor's degree and/or professional certifications in business, computers, office management, or related discipline highly desired
• At least 10 years of administrative experience supporting C-level management
• Biotechnology and/or pharmaceutical industry experience highly desired
• Experience with Concur, Coupa, and Conga a plus

EEO Statement:

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Benefit Statement:

All regular-status, full-time employees of Geron are eligible to participate in the Company's comprehensive benefit program, pursuant to plan terms and conditions. Plan choices include medical, dental, vision, life insurance, flexible spending accounts, disability insurance, supplemental health insurance, a 401(k) retirement savings plan, and an employee stock purchase plan. Geron also provides regular-status, full-time employees with a generous time off program that includes the eligibility to accrue 160 hours of vacation during each full year of employment, 64 hours of sick leave, 9 standard paid holiday days off, and paid leave for certain life events. Geron recognizes that its employees work in many different states and therefore may be affected by different laws. It is Geron's intention to comply with all applicable federal, state, and local laws that apply to the Company's employees.

Salary Statement:

Offered compensation is determined based on market data, internal equity, and an applicant's relevant skills, experience, and educational background. The salary ranges displayed below are only for those who, if selected for the role, will perform work in the specific locations listed. Please note the employment opportunity is not limited to these locations.

General Salary Range: $120,000 to $130,000