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Administrative Associate I
Ref No.: 18-15687
Location: South San Francisco, California
Job Title: Senior Admin Associate Job 
Job Function: Global Product Strategy (GPS)
Job Company: Major BioPharma
Job Location: South San Francisco, CA
Job Duration: Contract

Job Description:

You will provide a wide range of administrative support to the assigned SIA manager, team and/or department.  Responsibilities will vary somewhat by assignment but will likely include: considerable calendar management/scheduling, meeting and event scheduling and coordination, support with travel arrangements, tracking and reporting departmental expenses, typing, filing, scanning, preparing presentations, meeting materials or other departmental information, helping on-board new team members and other activities.  You may also be asked to provide temporary cover for other administrators, as and when needed.
All COMPANY employees are expected to effectively contribute to cross-functional collaboration and coordination and comply with all laws, regulations, policies & procedures that govern our business.
Key Accountabilities:
In this position, you will be primarily accountable for consistently, effectively:
  • Supporting assigned management and/or teams with scheduling and overall calendar management
  • Scheduling and coordinating assigned meetings and events to ensure such meetings/events meet objectives, expectations and budget requirements
  • Where applicable, helping assigned management and teams track and report expenses to assure compliance with budget parameters
  • Supporting assigned management and/or teams with other administration, such as typing, formatting, scanning, photocopying, filing and distributing information and materials, etc.
  • Communicating in a courteous and professional manner with a variety of internal/external parties
  • Promoting teamwork within the organization by supporting other administrative team members, as and when needed
  • Ensuring assigned goals and objectives are met and that assigned work is completed on time, to high standards and within budget
  • The following diagram illustrates the internal and external functions or parties with whom you would regularly work:
Key Responsibilities:
In this position, you will: 
  • Communications & Calendar Management/Scheduling:
    • As assigned or otherwise needed, field incoming inquiries and channel to appropriate team members. Includes, as assigned, supporting manager and/or other team members by responding to their emails or other communications
    • Manages calendars, schedules and accepts appointments for assigned management and/or teams
  • Events/Meeting Planning & Travel Support:
    • As appropriate, develop and maintain departmental or team calendar of events
    • Work with manager and other team members to establish meeting/event objectives, timing, attendees, agenda, and other aspects, such as venue, equipment, materials, catering, gifts (following employee gift policies), etc.
    • Schedule assigned meetings/events with appropriate attendees
    • Distribute agenda and other meeting materials to appropriate individuals
    • As appropriate and assigned, organize for speakers or other external attendees
    • Manage travel arrangements, including transportation, hotels, outings or other activities
    • Where applicable, manage meeting/event expense budgets to ensure costs stay within prescribed parameters
    • As assigned, attend meetings or events. Take and distribute meeting minutes and other meeting/event materials
    • Help ensure all assigned meetings/events run effectively and efficiently
    • As requested, conduct follow-up to meetings/events for any required, further action items
  • Departmental Expense Management Support: (where assigned)
    • Help manager and/or other team members manage departmental expense budgets
    • Process new vendors or other external resource costs through Finance
    • Ensure vendors have purchase order and other invoicing information
    • Process incoming invoices and other receipts. This will likely include processing manager or other team member expense reporting
    • Track departmental expenses in applicable systems, following prescribed processes
    • Where applicable, provide timely, accurate and thorough departmental expense reporting  
  • General Administration:
    • As assigned, manage facilities needs and departmental office supplies to support a productive working environment
    • As assigned, distribute departmental mail to ensure timely and accurate receipt
    • As assigned, manage or otherwise support departmental filing and information archiving
    • Type, format, photocopy, scan, bind and distribute presentations, communications, and other information, which may include communications or other information provided to internal and any relevant external parties
    • Where assigned, help maintain departmental databases and online information, e.g. intranet site(s), organizational charts, contact information, etc. 
  • Other:
    • As assigned, conduct information searches and collate information for manager and/or other team members 
    • As assigned, help manager or other team members coordinate recruitment activities, such as scheduling candidate interviews, etc.
    • Work with manager, other team members and HR in on-boarding new team members, which may include managing new team member set-up, such as computer, office, contact information, etc.
    • Dependent upon the assigned manager, team or department, may assume additional administrative or departmental responsibilities
    • Provide assistance to other administrative team members, as required
    • When assigned, participate in special departmental projects or other initiatives
•          Associates or Bachelors Degree
  • An average of 3 - 5 years’ related administrative, operations or project support experience (experience gained in the pharmaceutical/biotechnology industry is preferred)
  • Previous work experience in BIOPHARMA is preferred
  • Previous experience must include responsibilities for managing confidential information
  • Previous experience training other staff in company or departmental systems, processes, and other general or administrative tools is strongly preferred
  • Proven track record of meeting or exceeding objectives and goals 
  • In-depth knowledge of Google Mail (Gmail) and Microsoft Office suite: Word, Excel, PowerPoint & Outlook
  • Must demonstrate knowledge of, or aptitude to learn, COMPANY calendar and other operational systems
  • Strong time management & organizational skills with proven abilities to work independently and remotely from other team members
  • Strong follow-up skills: knows how to draw open matters to successful and timely completion
  • Strong project management skills: proven abilities to effectively and efficiently manage multiple, often competing, priorities through to successful conclusion
  • Strong attention-to-detail
  • Strong communication skills, both written and verbal
  • Strong interpersonal skills: has a proven track record of developing and maintaining good working relationships with others internally and externally
  • Good negotiation skills
  • Can influence others without authority
  • Proven track record in managing confidential and/or sensitive information in a consistently effective manner
  • Orientation to team work: enjoys supporting various internal partners/stakeholders and is regarded as a “team player”
  • Where applicable, financial acumen capable of effective and efficient tracking, analysis and reporting of departmental budgets
  • Fluent written and verbal English