Senior Administrative Assistant, Cell Therapy Enterprise

AstraZeneca•Santa Monica, CA

10d•Hybrid

About The Position

The Senior Administrative Assistant supports AstraZeneca’s Cell Therapy Enterprise, which works across the cell therapy value chain from discovery through development and commercialization. The role facilitates internal and external meetings and manages calendars, travel, expenses, vendor and supplier contracts, procurement support, candidate interviews, and confidential information. It reports directly to the Chief Operating Officer, Cell Therapy Enterprise, and also provides direct support to VP/SVP leaders. The role requires proactive management of complex, multinational calendars; preparation and coordination of meetings and events; domestic and international travel arrangements; accurate expense processing; and support for procurement and employee onboarding and offboarding. The assistant plans and prioritizes their own workload, communicates with internal and external partners, and contributes to shared administrative practices, including providing backup support and training to other administrative staff. The position is based in Santa Monica, California. AstraZeneca expects employees to work in the office an average of at least three days per week while accommodating individual flexibility. Compensation ranges from $32.67 to $49.00 per hour. The role may be eligible for short-term incentive bonuses; benefits include qualified retirement programs, paid time off, and health, dental, and vision coverage, subject to applicable plan terms.

Requirements

At least 5 years of administrative experience.
High school diploma or GED required.
Broad administrative assistant experience and project management support experience.
Experience working within a complex global organization.
Intermediate to advanced PC skills, including Microsoft Office and applications such as SharePoint, Zoom, and Microsoft Teams.
Ability to manage multiple projects and tasks simultaneously and effectively.
Ability to arrange meetings and teleconference calls using technologies such as telepresence, video conferencing, Skype, Zoom, and Microsoft Teams, domestically and internationally.
Ability to work independently and as part of a team.
Ability to prioritize tasks and meet deadlines.
Professional and diplomatic interpersonal skills.
General knowledge of working globally across a variety of cultures.

Nice To Haves

College degree preferred.
Forward-looking, highly motivated, focused, and proactive problem-solving approach.
Flexible, can-do attitude.

Responsibilities

Proactively manage high-volume, multinational calendars, resolve scheduling conflicts, prioritize requests, and prepare for meetings.
Schedule meetings, virtual calls, and special events using Outlook and relevant technologies.
Manage end-to-end domestic and international travel arrangements and process expense reports while tracking travel and entertainment expenses accurately.
Manage conference registrations and logistics.
Facilitate team meetings and prepare agendas, presentations, pre-read materials, and minutes when required.
Plan logistics for team off-sites, virtual events, and town halls within budget, including vendor contacts and negotiations.
Manage vendor and supplier contracts in accordance with AstraZeneca policy and coordinate with internal collaborators.
Support procurement of third-party tools, technologies, and licensing agreements by working with suppliers and internal partners.
Assist with purchase order requisitions by gathering information and documentation for approvals.
Coordinate candidate interviews, including invitations, interview spaces, candidate reception, and travel when required.
Manage AstraZeneca systems, processes, and tools for employee onboarding and offboarding.
Handle confidential information and maintain the security of managers’ records and files.
Manage special projects and perform other administrative tasks using independent judgment and discretion.
Plan and schedule workload so activities are completed accurately and on time.
Facilitate communication among internal and external partners and collaborators.
Provide backup support and assistance to administrative colleagues, including training, sharing best practices, and contributing to shared practices and problem-solving.