Administrative Assistant, Office of the CEO

BeiGene•San Carlos, CA

1d•$33 - $41•Onsite

About The Position

The Administrative Assistant, Office of the CEO, provides day-to-day administrative and operational support to keep the Office of the CEO organized, responsive, and running smoothly. Reporting to the Executive Assistant to the CEO, this role coordinates the CEO’s calendar, scheduling, and logistics; monitors and routes shared inbox requests; and manages executive and Board expense reimbursements, invoices, and purchase orders. The role also supports day-to-day office coordination in San Carlos. Success requires strong organization, attention to detail, sound judgment, discretion, and proactive follow-through, along with proficiency in Microsoft 365 and approved AI tools. The individual must work independently while collaborating closely with the broader team, anticipate needs, and adapt calmly to shifting priorities and time-sensitive requests in a fast-paced global environment. This role requires full-time, on-site presence in the San Carlos office.

Requirements

High school education required; a bachelor’s degree is a plus.
At least 2 years of experience in an administrative support role.
Demonstrated ability to coordinate meetings, participants, materials, and logistics across multiple time zones.
Use PowerPoint, Excel, Teams, and Copilot to organize, track, analyze, and clearly present information.
Professional demeanor, sound judgment, discretion, and respect for confidentiality.
Highly organized and detail-oriented, able to manage multiple priorities, maintain accuracy, and follow through on commitments.
Customer-focused and service-oriented, with a collaborative approach and the ability to build effective relationships across functions, levels, and geographies.
Comfort operating in a fast-paced environment with ambiguity, shifting priorities, and frequent last-minute changes.
Calm and resourceful under pressure, with the ability to assess urgent situations, solve problems quickly, and escalate when appropriate.
Proactive, responsive, and accountable, able to anticipate needs and work independently while staying aligned with the Executive Assistant and broader Office of the CEO team.
Commitment to teamwork, continuous improvement, and high-quality execution.
Advanced proficiency in Microsoft PowerPoint and strong proficiency in Excel, Outlook, Word, Teams, and calendar management tools.
Proficiency with Microsoft Copilot and other approved AI tools, including responsible use of AI in a confidential executive environment.
Ability to work flexibly when executive priorities require early, late, or time-sensitive support.
Must demonstrate a consistently professional, responsive, and customer-focused approach.
Ability to work full-time on-site in the San Carlos office.

Nice To Haves

Bachelor’s degree.

Responsibilities

Maintain the CEO’s long-range calendar and coordinate scheduling and logistics for planned engagements.
Monitor the Office of the CEO shared inbox, route requests, and flag time-sensitive items for follow-up.
Prepare, submit, and track expense reimbursements for the CEO and Board members, including receipts and supporting documentation.
Process vendor invoices and purchase orders, coordinate documentation and approvals, and follow up on processing status.
Coordinate quarterly reconciliations and supporting documentation in partnership with Finance.
Support day-to-day San Carlos office coordination to meet the needs of the Office of the CEO.