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Administrative Associate III

South San Francisco, CA 94080

Posted: 07/08/2024 Employment Type: Contract Industry: Administration Job Number: 11765 Pay Rate: $22.00 - $43.00 Remote Friendly: Onsite

Job Description

Our client is a leading biotechnology company that discovers, develops, manufactures, and commercializes medicines to treat patients with serious or life-threatening medical conditions. They are among the world's leading biotech companies, with multiple products on the market and a promising development pipeline.

  • This role, reporting in the Strategy Realization Office.
  • In this pivotal role, you'll collaborate closely with senior leaders, Engineering, and Digital and Operational Excellence teams.
  • Your primary objective is to ensure seamless business operations through proactive administrative support and effective cross-departmental coordination.
  • Success hinges on your ability to merge administrative expertise with a deep understanding of business nuances, facilitating smooth transitions between business needs and organizational support within our global landscape.
  • This requires exceptional communication skills, keen attention to detail, and adept multitasking capabilities in a dynamic, fast-paced environment.

Job Duties/Responsibilities:
  • Accountable for foundational administrative activities like calendar management and scheduling of department and team meetings within multiple time zones including calendaring and use of required physical and virtual room reservation systems and the participation of internal and external stakeholders.
  • Manage complex scheduling including global summits, department offsites, confidentiality, senior leaders, government officials, etc.
  • Lead and coordinate simple to complex event management activities including agenda creation, vendor management and event support including town halls, sprints, and F2F meetings.
  • Collaborate with strategic event services and town halls, independently lead planning and execution for large scale high visibility events.
  • Support and lead communication activities including drafting emails for supported leaders, creating event and meeting agendas and supporting materials, communicating department policy and process information, and solicitation of feedback and surveys.
  • Influence and support employee and team experience through recognition of milestones (anniversaries, birthdays, life events) coordination of huddles and community driven informal team activities, managing administrative and logistics of onboarding, and robust, consistent support of interviewing process.
  • Support complex, international, and large group travel accommodations and associated expense reporting when appropriate.
  • Act as translator by grasping business context and needs and translating into support activities that support department contributions and value generation.
  • Ability to work globally from location agnostic hubs and build relationships with partnered teams, functions, and business units in multiple time zones.
  • Act as go to person for facility and IT service requests including space planning, central office supplies process, and remain up to date for all associated training.
  • Manage financial PO, invoice, vendors, SOWs, and contract processes and participate in RFP and vendor selection process.
  • Manage department email distribution lists, print services and shipping/labeling and information and content repositories (gSites, share drives, etc).
  • Demonstrate high levels of autonomy and help teams prioritize overall work-plate ensuring balanced support and ensuring the "right" work gets done in order.
  • Demonstrate pragmatic approaches by following defined processes and remaining flexible when needed to ensure business needs are met with high quality and on time.
  • Navigate complex scenarios helping teams to identify solutions, define new processes, and share new knowledge with learning experiences.
  • Actively participating in meetings, promoting new ways of working and improvements to work processes, as well as sharing ideas and support amongst colleagues.

Job Requirements

Qualifications, Education, Experience, Knowledge and Skills:
  • A Bachelors Degree (or equivalent experience).
  • Proven experience in an administrative role, supporting senior executives or leadership teams.
  • Ability to make independent decisions and problem solve without reliance on precedent or supervisory guidance.
  • High level of attention to detail and accuracy in all work activities.
  • Flexibility and adaptability to handle changing priorities and responsibilities.
  • Proficiency in Google suite (gMail, gCal, gDrive, gSlides, gSheets etc.) and other office productivity tools.
  • Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
  • Strong communication skills, both written and verbal, with a professional and courteous demeanor.
  • Experience with German and English language is preferred.
  • Ability to work independently with minimal supervision and as part of a team.
  • High level of attention to detail and accuracy in all work activities.
  • Flexibility and adaptability to handle changing priorities and responsibilities.
  • Discretion and confidentiality when handling sensitive information.
  • Previous experience in project management or coordination is a plus.
  • Ability to be available for support outside normal working hours (including some evenings and weekends).

Meet Your Recruiter

Shannon Chamberlin
Professional Recruiter, Account Manager

As a recruiter at Compass, Shannon is passionate about helping people. She finds her own personal fulfillment in guiding candidates on their career journey. Her candidates always feel very supported and she is the ultimate cheerleader when you find the right fit at a great company.

When Shannon isn’t working, she enjoys time with her family and weekends full of sporting events for her boys. She enjoys travel, time with friends and helping children with learning disabilities.

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