Sr. Administrative Assistant

Genentech•San Diego, CA

3d•Onsite

About The Position

Genentech San Diego is seeking a Senior Administrative Assistant to coordinate the smooth operation of a 220 person site with both R&D and Manufacturing functions. This site works to create new therapies through advanced cell and gene therapy applications. This position will report directly to the Site Head and will provide frequent administrative support to the leadership team. This is a demanding, high visibility role, and the incumbent will interface with senior leaders locally as well as with individuals from the global Roche and Genentech community. This position requires presence on site, the ability to effectively multi-task and to solve problems within the scope of this role. The successful candidate will be responsible for providing highly skilled, efficient, and effective administrative and organizational support to the site leadership team. The Opportunity Support site leaders in all administrative needs including calendaring, travel, meetings, and reconciliation of business expenses Anticipate, prepare, and distribute, in advance, documents as required for meetings. Coordinate agendas, prepare/modify presentations, and manage meeting minutes and action items for leadership meetings as requested. Takes initiative to calendar, coordinate and prepare for high level visitors from other sites, companies, and government agencies. Set up for meetings, teleconferences, and telephone calls, and act as liaison for remote access. Place and deliver meal orders for meetings. Order office supplies and coordinate shipping as needed. Manage travel arrangements, including airline reservations, ground transportation and lodging, meeting scheduling, etc., for executives, or other parties as requested. Maintain ongoing reports, databases, trackers, and organizes drives/files, etc. as needed. Interact daily with a wide variety of individuals and situations that require tact, discretion, diplomacy, sensitivity, confidentiality, creativity, and accountability. Anticipates, thinks through, and solves problems creatively. Prioritize, balance, and manage a variety of simultaneous projects effectively to successful, timely completion. Takes responsibility for other duties/special projects as assigned.

Requirements

Bachelor’s degree (or equivalent work experience) and five years related administrative experience.
Very high level of accuracy in all aspects of the role and associated deliverables.
Advanced software and technology skills with a focus on Google Suite, and Concur.
Exceptional ability to prioritize.
Excellent communication (verbal and written) skills.
Demonstrated ability to take initiative, anticipate needs and exercise independent, thorough, thought processes and judgment.
Ability to exercise good judgment, think quickly creatively to solve problems or deal with unique or sensitive situations.
Excellent interpersonal and project management skills as well as the ability to communicate clearly at all levels internal and external to the organization.
Must be flexible and adaptive to a dynamic work environment.
Ability to exercise discretion and independent judgment regarding highly sensitive and external communications.

Nice To Haves

Experience with life sciences organizations strongly preferred.
Strong interest in being part of a team that focuses on positively impacting patient lives.

Responsibilities

Support site leaders in all administrative needs including calendaring, travel, meetings, and reconciliation of business expenses
Anticipate, prepare, and distribute, in advance, documents as required for meetings.
Coordinate agendas, prepare/modify presentations, and manage meeting minutes and action items for leadership meetings as requested.
Takes initiative to calendar, coordinate and prepare for high level visitors from other sites, companies, and government agencies.
Set up for meetings, teleconferences, and telephone calls, and act as liaison for remote access.
Place and deliver meal orders for meetings.
Order office supplies and coordinate shipping as needed.
Manage travel arrangements, including airline reservations, ground transportation and lodging, meeting scheduling, etc., for executives, or other parties as requested.
Maintain ongoing reports, databases, trackers, and organizes drives/files, etc. as needed.
Interact daily with a wide variety of individuals and situations that require tact, discretion, diplomacy, sensitivity, confidentiality, creativity, and accountability.
Anticipates, thinks through, and solves problems creatively.
Prioritize, balance, and manage a variety of simultaneous projects effectively to successful, timely completion.
Takes responsibility for other duties/special projects as assigned.