Job Description

SUMMARY:

Fortvita Biologics is seeking a highly organized and proactive Executive Administrative Associate to support our Corporate Operations and Clinical Development functions. This role will be responsible for managing complex administrative tasks, including coordinating travel, scheduling meetings, and assisting with budget management. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to work independently in a fast-paced environment. This is an onsite position working in our Bay Area Office, Monday to Friday.

KEY RESPONSIBILITIES:

• Company/Corporate Support: Provide comprehensive support to senior executives in Corporate Operations and Clinical Development. Manage calendars, arrange meetings, prepare materials, and assist with daily tasks.
• Travel Coordination: Plan and coordinate domestic and international travel for executives, including flight, hotel, and transportation arrangements. Ensure all logistics are seamless and aligned with business needs.
• Meeting and Event Coordination: Organize meetings, both virtual and in-person, including scheduling, preparation of agendas, compiling presentations, and taking meeting minutes. Ensure all resources and equipment are available and functioning.
• Budget and Expense Management: Assist with budget tracking and management, including preparing and submitting expense reports for executives. Monitor departmental budgets and ensure adherence to financial guidelines.
• Correspondence and Communication: Screen and respond to emails and phone calls, draft communication, and prioritize tasks on behalf of the executives. Maintain confidentiality and professionalism in all interactions.
• Document Management: Organize and maintain files, records, and important documents. Ensure proper filing and retrieval systems are in place for easy access and compliance.
• Special Projects: Support executives with various special projects and initiatives as needed. Perform research, create reports, and coordinate efforts across teams to ensure timely completion.

QUALIFICATIONS:

Required Qualifications:

• Bachelor’s degree or equivalent work experience in business administration or a related field.
• Minimum of 3-5 years of experience in an administrative or executive support role, preferably in corporate operations or clinical development. Experience in budget management is highly preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Bilingual and bi-literate English and Chinese are a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling tools.
• Ability to handle sensitive information with discretion and professionalism.
• Strong attention to detail and ability to prioritize tasks effectively.
• Ability to work under pressure and manage multiple priorities simultaneously.

Other skills:

• Self-motivated with a strong sense of initiative.
• Adaptability and ability to work in a dynamic environment.
• Collaborative team player with a positive attitude.
• High degree of professionalism and confidentiality.

Additional Information:

• Occasional travel may be required based on the needs of the executives.

PHYSICAL REQUIREMENTS

• Possible lifting up to 20 lbs., Potential standing, working, and sitting for long periods.

WORKING CONDITIONS

• office setting required.
• Authorized to work in the United States.

Fortvita is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Additional Legal Disclaimers

• At-Will Employment: Employment with Fortvita is at-will. This means that either the employee or the employer can terminate the employment relationship at any time, with or without cause or notice.
• Reasonable Accommodations: Fortvita is committed to providing equal employment opportunities to qualified individuals with disabilities. If you require reasonable accommodation during the application process, please contact Fortvita Human Resources.

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