Position Summary
The Assistant provides administrative support the Vice President, Tech Ops. You will report to the Vice President, Tech Ops and will be based onsite in Santa Monica, CA.
Essential Functions and Responsibilities
- Calendar management - Coordinate all aspects scheduling, ensuring priorities are determined
- Help with preparation/prepare materials, and distribute with agendas to attendees
- Set-up room (projectors, conferencing capabilities, internet access, power cords, video monitor, chart paper, markers).
- Record meeting minutes or coordinates meeting minutes - approvals, and dispersal to applicable departments.
- Handle all aspects of travel arrangements for domestic and international travel, often coordinated with other team members - air and ground transportation, accommodations, coordination of meeting times with travel times.
- Expense report tracking and filing
- Candidate liaison for interviews - scheduling, interview materials, travel and expense reimbursement, hosting of candidate.
- Arrange location, reservation, and refreshments and communicate event details to staff
- Create, proofread, and edit professional documents (PP presentations, letters, meeting materials) for formatting, graphics inclusion, references, footnotes and distribute with agendas to attendees
- Identify, develop, manage and communicate administrative policies
- Administrative purchasing (office supplies, copier systems, break room)
- Office tasks such as maintaining records, performing basic bookkeeping
- Coordinate other business-related responsibilities with administrative staff in US and The Netherlands
Required Skills/Abilities
- Bullet point knowledge, competencies, skills and any preferences such as a certificate of license
- Examples:
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Strong analytical and problem-solving skills.
- Ability to function well in a high-paced environment.
- Proficient with Microsoft Office Suite or related software.
Education and Experience
- High School Diploma with 10 - 12 years administrative assistant experience, including internal and external interactions (customers, vendors, visitors, investors, partners), with at least 5 years supporting executive-level management; or equivalent combination of education and experience
- Biotech or pharmaceutical experience
- Demonstrated experience with complex international and domestic travel arrangements
- Equivalent experience and in-depth knowledge of company operations
- Event planning and meeting planning experience
- General knowledge of business policies, Corporate Governance, BOD function and process, partners, financial constituencies, PR/Govt affairs constituencies for private companies
- Knowledge of, and proficiency in Excel, and Adobe PDF, and web searches (for creating and editing memos, letters, reports with tables, tabulations, merge documents, spreadsheets with formulas, presentations with graphics)
- Ability to discover needs and implement solutions, both independently and using established procedures
AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.
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