Senior Administrative Assistant, Office of the CEO

BeOne Medicines • San Carlos, CA • 4h ago

General Description:

The Senior Administrative Assistant provides operational administrative support within the Office of the CEO. This role is critical to ensuring seamless day-to-day operations through expert calendar management, complex scheduling, international travel coordination, and accurate expense reporting. Reporting to the Executive Assistant to the CEO, the ideal candidate thrives in a fast-paced, highly dynamic environment and brings a strong sense of urgency, exceptional attention to detail, and outstanding communication skills. Success in this role requires the ability to anticipate needs, manage competing priorities, and partner effectively with senior leaders and stakeholders across a global organization.

Essential Functions of the Job:

Complex Calendar and Scheduling Management: Manage and maintain busy, ever-changing calendars, including prioritization of meetings, coordination across time zones, and proactive resolution of scheduling conflicts.

Meeting and Logistics Coordination: Schedule and organize internal and external meetings, prepare materials as needed, and ensure all logistical details are handled efficiently.

Travel Coordination: Arrange complex domestic and international travel, including flights, accommodations, visas, itineraries, and last-minute changes, ensuring a smooth end-to-end experience.

Expense Management: Prepare, submit, and track expense reports accurately and timely, ensuring compliance with company policies and resolving discrepancies as needed.

Operational Support: Provide day-to-day administrative support, including document preparation, correspondence, and coordination with internal partners and external vendors.

Communication and Stakeholder Management: Serve as a professional point of contact, demonstrating exceptional written and verbal communication skills while interacting with senior leaders and global stakeholders.

Fast-Paced Execution: Operate effectively in a high-volume, time-sensitive environment, exercising sound judgment, discretion, and flexibility while managing multiple priorities simultaneously.

Required Qualifications:

Experience: 5+ years of experience assisting high level leaders; multiple disciplines a plus.

Advanced calendar management skills, with the ability to manage complex, high-volume schedules across multiple time zones

Proven experience coordinating domestic and international travel, including itineraries, visas, accommodations, and last-minute changes

Strong expense reporting and reconciliation skills, with a high degree of accuracy and compliance with company policies

Exceptional organizational skills, with the ability to manage multiple priorities simultaneously and meet tight deadlines

Demonstrated ability to thrive in a fast-paced, highly dynamic environment with frequent changes and competing demands

Strong sense of urgency and accountability, with the ability to anticipate needs and act proactively

Excellent attention to detail while maintaining speed, accuracy, and follow-through

Exceptional written and verbal communication skills, with the ability to interact professionally and confidently with senior leaders and global stakeholders

Strong judgment, discretion, and professionalism in handling sensitive and confidential information

Ability to build effective working relationships across functions, levels, and geographies

Resourceful and solutions-oriented, with the ability to think ahead and resolve scheduling, travel, or logistical challenges quickly

Sound decision-making skills, including knowing when to escalate issues appropriately

Comfortable operating with ambiguity while maintaining structure and order

High level of proficiency with Microsoft Office tools (Outlook, Word, Excel, PowerPoint) and calendar management systems

Highly reliable, responsive, and service-oriented

Flexible and adaptable, with a positive, "can-do" mindset

Strong commitment to teamwork, collaboration, and continuous improvement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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