Senior Administrative Assistant

BeiGene•San Carlos, CA

6d•$37 - $46•Onsite

About The Position

BeOne continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer. The Senior Administrative Assistant is responsible for providing high quality and strategic administrative support to assigned functions, i.e. Digital & AI organization. This role will perform a wide range of responsibilities of operational activities independently, with the objective of. Key responsibilities include, but not limited to, coordinating, and managing complex daily calendars, coordinating and logistical planning of meetings and events, domestic and international travel arrangements, scheduling candidate interviews, maintaining office supplies, handling incoming and outgoing mail, and other responsibilities. Project and other duties may be assigned.

Requirements

Minimum of 5+ years’ experience assisting high level leaders; multiple disciplines a plus
Extensive experience in efficiently multi-tasking between business partners and priorities
Ability to independently work in an ambiguous yet fast-paced environment
Ability to work independently in a fast-paced environment with constantly changing priorities
Strong organizational and communication skills, team-oriented philosophy, and problem-solving skills
Demonstrated ability to relate well with all levels of management and peers
A positive can-do attitude
High level of proficiency with Microsoft Office, Outlook, Concur, Zoom

Responsibilities

Support GSDS by actively managing administrative/project support, coordinating all travel arrangements (domestic and international), preparing/hosting key department meetings, draft/review/send communications on behalf of the executive, and maintaining various records and documents
Understand business priorities and proactively streamline administrative workflows under area of influence
Possess skills to organize data for insights to help with decision making and assist in select budget management across GSDS through partnering with internal/external stakeholders and cross-functional colleagues
Provide general administrative/project support including creation of presentation materials to various GSDS teams and/or BeOne teams as assigned
Organize and schedule meetings, (e.g. townhalls, off-sites, onboarding, celebration events, cross-functional organized events) as needed for various groups, with a mindset of budget control and reception to feedback for future improvements
Assist with travel arrangements (domestic and international) for senior members of the department/company and contractors as needed
Handle expenses and reconcile corporate credit card expenses on a monthly basis
Ensure and maintain confidentiality of all appropriate communications and documentation
Schedule and coordinate candidate phone, video, and in-office interviews; Arrange travel accommodations for out of state candidates
Responsible for coordinating onboarding process and plan for new employees, including request and set up of equipment, arrange meetings aligned with onboarding plan, etc.
Responsible for greeting and coordinating orientation to new employees
Organize office operations and procedures
Coordinate with GTS (IT) & WPS (Workplace Services) department on all office equipment needs
Build and maintain internal cross-functional relationships
Provide general support to visitors
Participate actively in the planning and execution of company events on a quarterly basis; Coordinate catering for different meetings and events in/out of the office
Conduct clerical duties, including document management/organization/preparation and management of high email volume
Be flexible to take on other emerging assignments as assigned when necessary