Sr Administrative Assistant - San Diego

Help us change lives

At Exact Sciences, we’re helping change how the world prevents, detects and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you’re working to help others.

Position Overview

The Senior Administrative Assistant provides support to the VP, Bioinformatics, Biostats & Data Innovation and VP, Product Development, including calendaring, event planning, meeting scheduling, slide presentation collation, meeting logistics & coordination, data entry and other administrative tasks. This role serves as a critical strategic partner and enables the department to optimize technical resources to meet core business demands in a matrixed environment.

This is an excellent opportunity to build your professional skills in a dynamic, team-oriented, and mission-based environment. This position is based in our San Diego R&D Centers of Excellence facility (located in La Jolla). Confidentiality, time management, resourceful problem solving, and adaptability is fundamental to the success of this role.

Essential Duties

Include but are not limited to the following:

• Provide administrative support to the assigned leadership and functional departments.  This position will handle confidential and sensitive business critical information.
• Schedule and coordinate meetings for leadership – i.e. prepare materials, keep meeting minutes, reserve rooms, arrange food services when vendor visits.
• Email management, including creating and managing mailing lists, drafting and editing emails and memos, and email distribution on the executive’s behalf.
• Proactively manage calendars, including internal and external meetings, staff meetings, all-hands meetings, QBR, and off-site meetings and events.
• Assist with event planning, meeting logistics, and coordination, including food orders, meeting needs, agenda support, and note-taking.
• Presentation preparation, including meeting room setup and slide collation.
• Meeting preparation includes, but is not limited to, providing agendas and appropriate materials in a timely manner ahead of meetings.
• Travel arrangements for domestic and international travels.
• Expense management duties, which include submitting expense reports and receipts in a timely manner.
• Provide support for visitors to the executives they support.
• Provide support for new vendors and agencies when needed, ensuring they have the right access and documents/enablement required to get them up and running.
• Excellent attention to detail and organization skills.
• Demonstrate a customer service mindset, treating internal and external customers with world-class service.
• Ability to frequently and accurately communicate with employees, customers, etc. face-to-face, via the telephone or by email.
• Proactive, one step ahead work ethic, attitude, and approach.
• Demonstration of high emotional intelligence in a fast paced environment.
• Ability to effectively manage multiple calendars, teams, and requests.
• Strong communication skills; and the ability to work across all levels, internally and externally
• Proactively prioritize email and calendar events.
• Ability to drive schedules and agendas with a deeper understanding of context.
• Demonstration of strong teamwork and interpersonal skills, with a desire to offer suggestions and improvements.
• Demonstration of confidentiality, discernment, and judgment.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company’s Quality Management System policies and procedures.
• Regular and reliable attendance.
• Ability to work designated schedule.
• Ability to work nights and/or weekends, as needed.
• Ability to lift up to 30 pounds for approximately 10% of a typical working day.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day.
• Ability to grasp with both hands; pinch with thumb and forefinger; turn with hand/arm; reach above shoulder height.
• Ability to work on a computer and phone simultaneously.
• Ability to use a telephone through a headset.
• Ability to comply with any applicable personal protective equipment requirements.
• Ability and means to travel between Exact Sciences locations.
• Ability to travel 5% of working time away from work location, may include overnight/weekend travel.

Minimum Qualifications

• Associate’s degree in business administration, or a related field; or high school diploma or general education diploma and 2 years of relevant experience in lieu of degree. 
• 5+ years of experience in an administrative support capacity assisting a team or individuals.
• Proficiency with Microsoft Office Software Suite.                     
• Authorization to work in the United States without sponsorship.
• Demonstrated ability to perform the Essential Duties of the position with or without accommodation.

Preferred Qualifications

• Bachelor’s or Master’s degree.
• Technical expertise with travel & expenses systems (such as Concur); experience with other related scheduling and project management tools is a plus.
• Familiarity with AI assistant tools such as ChatGPT and Copilot.

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Salary Range:

$63,000.00 - $101,000.00The annual base salary shown is for this position located in US - CA - San Diego on a full-time basis. In addition, this position is bonus eligible, and is eligible to receive company stock upon hire as well as annually.

Exact Sciences is proud to offer an employee experience that includes paid time off (including days for vacation, holidays, volunteering, and personal time), paid leave for parents and caregivers, a retirement savings plan, wellness support, and health benefits including medical, prescription drug, dental, and vision coverage. Learn more about our benefits.

Our success relies on the experiences and perspectives of a diverse team, and Exact Sciences fosters a culture where all employees can develop personally and professionally with a sense of respect and belonging. If you require an accommodation, please contact us neo@exactsciences.com.

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We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state, or federal law. Any applicant or employee may request to view applicable portions of the company’s affirmative action program.

To view the Right to Work, E-Verify Employer, and Pay Transparency notices and Federal, Federal Contractor, and State employment law posters, visit our compliance hub. The documents summarize important details of the law and provide key points that you have a right to know.