Senior Administrative Assistant/Office Operations

Dynavax is a commercial-stage biopharmaceutical company developing and commercializing novel vaccines to help protect the world against infectious diseases. We operate with the highest level of quality, integrity and safety for the betterment of public health. Our proprietary CpG 1018 adjuvant powers our diversified infectious vaccine portfolio, which includes HEPLISAV-B®, our commercial product approved in the U.S. and the European Union, for prevention of hepatitis B virus in adults. We also supply CpG 1018 to research collaborations and partnerships globally. Currently, CpG 1018 is being used in development of COVID-19, plague, shingles, and Tdap vaccines.

At Dynavax, our vision and work ethic are guided by the collective ideals underpinning our core values, and these form the basis of our dynamic company culture. We strive to maintain a culture where each employee is valued by the organization and where our organization is valued by each employee. We offer a highly flexible work environment for our headquarter employees where individuals work remotely and gather for in-person meetings when necessary. Dynavax is headquartered in the San Francisco Bay area, and our manufacturing facility is in Düsseldorf, Germany.

This position is responsible for the management and execution of the receptionist function as well as providing confidential and high-level administrative support to the Executive Assistant, Human Resources, IT and Commercial organizations. This position exercises good judgment, initiative, and autonomy; handles special projects and coordinates activities between departments and outside parties; and contact internal and external personnel at all levels to gather information and accomplish objectives in a collaborative effort. Work is generally of a critical and/or confidential nature.

Responsibilities

• Greet and process visitors in a professional and efficient manner.
• Manage the process for moving hard copy document files to VRC for storage. Maintain an accurate inventory spreadsheet of all boxes at VRC with bar codes and box numbers identified.
• Reception duties included but not limited to – voicemail box checked daily, answering incoming calls to the receptionist line, checking the reception email box daily and responding or forwarding messages as needed, booking for the amenities room downstairs when needed, administration of the envoy registration.
• Point person for reconciliation of monthly Fed Ex statements, building vendor services invoices.
• Order & maintain office/kitchen supplies and snacks as needed.
• Point persons for deliveries (i.e., lunches, FedEx’s etc.).
• Daily retrieval and distribution of mail and packages as needed for departments - including scanning or shipping out to remote workers when necessary.
• HR administrative support might include -PRs, expense reports, scheduling, employee mailings, department credit card reconciliation, coordinating ergonomic evaluations and shipping of ergo equipment as needed, business cards, and manage the virtual birthday card program.
• Liaison for building activities, work requests managing building access system, key cards, parking vouchers, etc.
• Handle unannounced onsite visits from regulators according to policy.
• Provide Administrative support to HR, IT, Commercial and Accounting:
• Other duties as assigned.
• Accounting support includes scanning and distribution of mail.
• Member of the site Safety Team.
• Commercial support would include light scheduling and an occasion PR.
• IT administrative support including but not limited to mailings, setup/cleanup of workstations.
• Liaison with Admin Team for miscellaneous overflow tasks (as delegated per EA) including but not limited to in office/event support, gathering & ordering supplies, setting up catering and chairs/tables for in office meetings, PTO coverage for other Admin’s as needed.

Qualifications

• At least 2 years’ front office and administrative assistant experience.
• Full COVID-19 vaccination is required for this position.
• HS diploma required, college degree a plus.
• High level of curiosity and willingness to learn new systems.
• Must be dependable, complete assigned tasks accurately, and possess excellent follow-through.
• Computer literacy, with strong proficiency in all Microsoft Office applications – Outlook, Word, Excel, Zoom, and FedEx.
• Proven ability to manage many tasks simultaneously and shift priorities quickly.
• Occasional travel required, as needed.
• Ability to perform detailed work independently as well as in a team-oriented environment with minimal direct supervision.
• Excellent written and verbal communication skills.
• Ability to lift and maneuver bulky/heavy packages (up to 25 lbs).
• Excellent interpersonal skills to effectively interact and communicate with all employees and visitors, as well as establish and maintain positive working relationships across the organization. Enthusiasm is key!
• Ability to stand or sit for prolonged periods and be able to perform repeating motions that may include the wrists, hands and/or fingers.
• Strong organization skills with keen attention to detail.
• The ideal candidate will be professional, personable, and discrete to ensure privacy and confidentiality of company business, employees, and guests.

Additional knowledge and skills desired, but not required:

• Experience in biotechnology a plus.
• Event planning and/or experience in hospitality highly desirable.
• Notary Public.

Pay Range

• This is a non-exempt role and the estimated salary range for this position is $77,000 to $103,000. Final pay determinations may depend on various factors, including, but not limited to experience level, education, geographical location, knowledge, skills, and abilities. The total compensation package for this position also includes other compensation elements such as stock equity awards and participation in our in the Company’s discretionary annual bonus program. Dynavax also offers a full range of health and welfare insurance benefits, 401(k) company match, and paid time off benefits, including 17 paid holidays in 2023.

California residents: for information on how we handle your personal information and your privacy rights as a job candidate, please see our Candidate Privacy Notice: https://www.dynavax.com/file.cfm/53/docs/dynavax_privacy_notice_for_california_applicants.pdf

Dynavax is an equal opportunity employer & prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital & veteran status.