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Administrative Associate IV
Ref No.: 19-04211
Location: South San Francisco, California
This is an exciting opportunity to join a leading biotechnology company that discovers, develops, manufactures and commercializes medicines to treat patients with serious or life-threatening medical conditions.

Summary
Manage multiple calendars, booking travel, preparing and submitting Concur expense reports for select IMP Quality Dept. Leaders, but not limited to:
  • VP of IMP Quality
  • Global IMP Product Quality Head
  • Global Device Quality Head
  • US IMP Quality Operations Head
  • Global IMP External Quality Head (interim)
Coordinate with the Chief of Staff (Business Operations) for coordinating Leadership Team meetings. Administrative support for all of IMP Quality team members, primarily in South San Francisco, CA (~80 people), see the list below, but not limited to. Also, partner closely with our other IMP Quality administrative associates in Roche Switzerland and Germany as needed. Collaborate closely with other admins within the PTQ and PTD Admin community, including providing back up support, ensuring aligned work practices and leverage admin peer-to-peer learning. May be requested to coordinate projects, assisting with dept. Initiatives, projects, etc.
  • Scheduling and coordinating meetings and appointments, including arranging and setting up teleconference, Webex, video conferences (VC), and/or telepresence for various meetings
  • Ordering catering, set up, and cleaning up for meetings/events
  • Reviewing/answering/writing and distributing emails
  • Sorting and distributing incoming mail in designated mailstop areas
  • Coordinating hiring process, including scheduling and managing interviews itinerary
  • New employee onboarding/off-boarding setup
  • Data entry into on-line resource management systems and tracker
  • Update/maintain org charts and email distribution lists
  • Submit Statement of Works (SOWs), generate and process purchase orders
  • Follow up and track invoices, and submit for payment
  • Photocopying, distributing, and filing documents
  • Order and maintain office supplies
  • Track office/cubicle/open space allocation (i.e., space planning) for IMPQ team members
Requirements:
  • 3 years minimum of administrative associate experience in a corporate setting, preferably pharmaceutical/biotech. Proven experience as an administrative assistant.
  • Computer savvy and highly proficient with Google Suite applications IS a must (e.g., Gmail, gCal, google slides, google sheet, google forms, google drive, and google hangouts/meet). Experience with building google site pages, Sharepoint, Touchpoint, or similar document management system a plus
  • Extremely organized. Strong multi-tasking and time management skills
  • Ability to juggle multiple projects with superb accuracy, strong sense of urgency to help prioritize projects, and achieve deadlines under pressure
  • Strong administrative organizational and technical skills, along with research skills, analytical and problem-solving skills, that demonstrate attention to detail and decision-making skills
  • Excellent communication skills (e.g., email, professional writing, and verbal) and the ability to interact with people at various levels (entry level up to VP). Speaking and reading German is a plus.
Education:
  • - Bachelor's degree 
Hours:
  • Must be able to work Monday to Friday, typical hours of 7 a.m. – 4 p.m., with flexibility to support early (6:45a.m.) or after 5pm team events/offsites