Job Openings

BayBio is hiring. We are looking for candidates for the following position(s):

Executive Admin / Membership Assistant (temporary position)

Position Description

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.

Position

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
Benefits: None

Responsibilities

Position Summary
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%)

  • Membership Outreach:
    • 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.

Operational Support
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.

Qualifications:

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.
  • Physical Requirements:
    • 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.

Education/Training:

  • High school diploma required. BA/BS preferred.
  • Minimum of 3 years business experience.

To Apply

  • Please email current resume and cover letter including salary history to jobs@baybio.org.
  • Write “EA/Membership” in the subject line.
  • Note: Due to the high volume of responses, we are unable to respond to phone inquiries.