Description

Our client is a global healthcare leader focused on discovering and bringing life-changing medicines to those who need them, improving the understanding and management of disease, and giving back to communities through philanthropy and volunteerism.

Organization Overview:

Role Overview:

• This position provides critical project and administrative support to the business in a dynamic and fast-paced environment. The position is based in Pasadena, California and is not a remote or hybrid role. The qualified candidate must be able to effectively manage projects, site initiatives and use various software and scheduling systems, expensing system and be able to coordinate and operate cohesively with colleagues at various levels across multiple business units and sites.
• This position is first to support the head of the Pasadena site and provide site, operational and administrative support to the VP, and secondarily serves as chief of staff to the team in helping with procurement, scheduling, planning, execution and tracking of meetings, etc.
• This position requires coordination with business unit colleagues, the administrative assistant community, internal/external business partners and vendors.
• This position requires an exceptional team player who is proactive, organized, detail‐oriented with a strong sense of engagement and urgency to complete tasks.

Responsibilities:

Provide Administrative Support to the VP and Chief of Staff (50%)

• Provide administrative support for the VP.
• Manage emails and interactions between the VP and other senior level leaderships across the organization, schedule meetings and handle requests for meetings with VP
• Calendaring and meeting coordination for VP
• Serve as the main support and chief of staff to the site head, maintaining calendar and organizing meetings, travel, and expense reports for the site and in particular for the site VP
• Proactively maintain daily calendars initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.
• Serve as a site concierge to support visitor facility access and coordinate local arrangements.
• Coordinate and facilitate the use of conference rooms (including required technology) for team and vendor meetings including setting up equipment, ordering materials and/or catering as needed.
• Answer routine correspondence and assemble highly confidential and sensitive information.
• Coordinate and arrange travel, including more complex travel (e.g., international, multi‐city travel) for business partners including (but not limited to) air, hotel, and rental car.
• Process expense reports, including complex reports (i.e., multi‐currency and reconciliation of corporate accounts used for business purposes in a timely and accurate manner.
• Will be expected to be proficient in and potentially responsible for performing additional scheduling duties for the business partners at the site. This may also include personally directing local activities and special functions.

Projects Tracking and Support (50%)

• Act as a liaison for the VP and site personnel with regards to operational processes
• Responsible for updating internal team timelines, calendars and task trackers
• Responsible for taking meeting minutes, keeping time of meetings, planning meeting times and updating meeting schedules
• Responsible for working with academic centers and other researchers to coordinate a regular seminar series and external meeting planning
• Responsible for purchasing chemicals and supplies for the staff
• Responsible for collecting data and preparation of metrics
• Responsible for tracking budget and providing updates to the VP
• Lead the coordination of key meetings and site visits
• Ownership for SharePoint sites, Teams pages, databases, etc. as assigned

Basic Qualifications:

• Bachelor's degree
• Qualified candidates must be legally authorized to be employed in the United States as our client does not anticipate providing sponsorship for employment visa status (e.g., H-1B or TN status) for this employment position

Additional Preferences:

• This position is working 5 days/week in the Pasadena office, and typical working hours are from 8 AM to 6 PM. This is not a remote or hybrid role.
• Supporting C-suite and available to be responsive when needed which could include evenings and/or weekends.
• A Bachelor's degree in a science discipline is highly preferred
• Experience working as an administrative assistant or in a business support role ideally within the Biotech or Pharma environment is highly preferred.
• Project management skills to coordinate projects.
• Flexible to changes in the work or the organization.
• Previous experience with travel booking and expense reporting (Concur experience preferred)
• Complex meeting scheduling experience (Microsoft Outlook experience preferred)
• Professional demeanor and excellent written and verbal communication skills.
• Able to work within a fast-paced environment, adept at juggling multiple tasks and priorities and prioritizing independently.
• Enthusiastic, self-motivated and keen to improve processes and overcome inefficiencies.
• Effective collaborator with a variety of stakeholders, thoughtful listener and team player.
• Strong attention to detail
• Strong problem-solving skills
• Previous experience providing support for multiple people
• Ability to prioritize and seek guidance when multiple and competing priorities arise
• Must be able to maintain confidential information

Additional Information:

The anticipated base salary for this position could range from between $53,250-101,200 and will depend, in part, on the successful candidate’s qualifications for the role, including education and experience. Full-time equivalent employees also will be eligible for a company bonus (depending, in part, on company and individual performance). In addition, our client offers a comprehensive benefit program to eligible employees, including eligibility to participate in a company-sponsored 401(k); pension; vacation benefits; eligibility for medical, dental, vision and prescription drug benefits; flexible benefits (e.g., healthcare and/or dependent day care flexible spending accounts); life insurance and death benefits; certain time off and leave of absence benefits; and well-being benefits (e.g., employee assistance program, fitness benefits, and employee clubs and activities).Of course, the compensation described above is subject to change and could be higher or lower than the range described above. Further, our client reserves the right to amend, modify, or terminate its compensation and benefit programs in its sole discretion and their compensation practices and guidelines will apply regarding the details of any promotion or transfer of their employees.