BayBio is a non-profit trade association serving Northern California’s dynamic life science industry. Incorporated in 1990, BayBio represents nearly 500 member organizations in a community of more than 95,000 life science employees. Headquartered in South San Francisco, the organization covers a 10-county region from Santa Cruz to Sacramento. The organization is growing rapidly through membership, industry advocacy, events, and new member services.
Availability: Immediately, open until filled
Location: South San Francisco, CA
Dual Reporting: (1) Chief Operating Officer and (2) Associate Director of Membership
Employment Status: Temporary contract position
Part-time now to Sept. 12th, 2014; then full-time through mid-January 2015
Salary: Hourly rate, commensurate with experience
BayBio seeks an outstanding, self-motivated individual with a “can do” attitude, excellent communication skills and superb attention to detail to provide temporary administrative and operational support to its Chief Operating Officer and to its Membership Team while a full time employee is out on leave.
Executive Administrative Assistant to COO (20%)
As needed, assist with scheduling and calendar management.
Once a day, screen and sort email for further handling by COO.
Respond to non-critical email as requested.
Membership Assistant (80%)
Communicate by e-mail and by phone with member companies to confirm receipt of renewal letters, verify employment size and membership dues, confirm intent to renew and re-send membership materials as necessary; elevate “difficult” accounts to Associate Director of Member Engagement for follow-up;
Work with Accountant to send out quotes and invoices to new and renewing members;
Help member companies complete on-line membership application and payment information when necessary, verify member data and obtain updates on key functions;
Run daily membership reports; add, edit and delete company information in membership database.
Meeting Coordination: Under direction of Associate Director of Member Engagement, coordinate membership committee meetings and logistics.
Information Requests: Respond to information requests coming in to Membership’s general email address and phone line, or direct questions to appropriate staff member
Help staff onsite and offsite Membership events. May include assistance with event set-up and break-down as well as support during event.
When full-time Receptionist is unavailable, serve as backup. This includes:
Manage Reception desk: Greet and guide visitors and vendors. Very light phones.
Order office products, break-room products, consumables, etc.
Distribute mail and packages; create labels for FedEx or USPS packages.
Book conference rooms for external guests.
Skills and Abilities:
Extremely customer service focused, detail oriented and with superior organizational skills.
Team Player, positive attitude; easily adapts to changing priorities.
Strong interpersonal (“people”) skills and the ability to build relationships with multiple constituents.
Excellent written and verbal communication skills including phone skills; ability to communicate with all levels in an organization.
Knowledge of SalesForce (or other CRM) and Microsoft Office software applications (Word, Excel, and PowerPoint).
Ability to work independently, and to effectively manage multiple tasks and needs.
Equipment Used To Perform the Job: Standard office equipment (including personal computer, multifunction copy/print/scan machine, telephone system, CD-ROM and calculators) and personal vehicle for transportation.
Work Environment: The majority of time will be spent in the office, but occasional local travel off premises to work related meetings and events will also be necessary; the candidate must be articulate and comfortable in a variety of office and event environments. Must be flexible on schedule and available from time to time to work early mornings, late evenings, and occasionally on weekends to cover events.
Must have a valid driver’s license and be able to drive, as required.
Must have reliable access to a personal vehicle for transportation.
In order to assist with events, must be able to push, grasp, reach with hands/arms, stoop, kneel, crouch and crawl.
High school diploma required. BA/BS preferred.
Minimum of 3 years business experience.
Please email current resume and cover letter including salary history to firstname.lastname@example.org.
Write “EA/Membership” in the subject line.
Note: Due to the high volume of responses, we are unable to respond to phone inquiries.