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 Administrative Assistant/Office Operations is responsible for all duties associated with the Front Desk/Reception at Dynavax’s HQ office in Emeryville, CA, and for providing administrative support to the Human Resources Department. There will also be occasional administrative support to other departments including IT and Accounting. This position exercises good judgment, initiative, and autonomy; handles special projects and coordinates activities between departments and outside parties including building security and property management. 

Responsibilities

• Front Desk/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 conference rooms and/or amenities space downstairs (when needed); administration of guest registration, parking validation, etc.
• HQ Maintenance: Keeping everything clean, presentable and in working order (common areas, kitchen, conference rooms, workspaces, appliances, coffee maker etc.), order and maintain office/kitchen supplies - restock beverages, snacks and office supplies as needed. Wipe down conference rooms, offices and desks after each use.
• Daily retrieval and distribution of mail and packages as needed for departments - including scanning invoices for A/P and shipping out to remote workers when necessary.
• Liaison for building activities, work requests, managing building access system, key cards, parking vouchers, etc.
• Point person for deliveries (i.e., lunches, FedEx, etc.).
• Point person for reconciliation of monthly FedEx statements, building vendor services invoices.
• 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.
• Member of the site Safety Team including Floor Warden responsibilities.
• Greet and process visitors in a professional and efficient manner.
• Assist with swag inventory, ordering and distributing.
• Handle unannounced onsite visits from regulatory authorities according to policy.
• Liaison with Admin Team for miscellaneous overflow tasks, 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 Admins as needed.  
• Other duties as assigned.

Provide Administrative support to HR, IT, and Accounting as needed:
• HR administrative support includes, but not limited to, creating PRs and contracts, expense reports, department credit card reconciliation, scheduling meetings, ordering lunch, employee mailings, coordinating ergonomic evaluations and shipping of ergo equipment as needed, ordering business cards, managing the virtual birthday card program, and distribution of new hire items and other swag items as requested.
• IT administrative support includes, but not limited to, mailings, setup/cleanup of workstations.
• Accounting support includes, but not limited to, scanning and distribution of mail and invoices. Will be responsible for mobile deposits of incoming checks.

The ideal candidate will be professional, personable, and discrete to ensure privacy and confidentiality of company business, employees, and guests.

Qualifications

• HS diploma required, college degree a plus.
• At least 2 years’ front office and administrative assistant experience.
• Computer literacy, with strong proficiency in all Microsoft Office applications – Outlook, Word, Excel, Zoom