Senior Administrative Assistant

BeOne Medicines • Pennington, NJ • 11h ago

General Description:

The Senior Administrative Assistant is responsible for providing high quality administrative support to Program and Study Management (P&SM) organization, Region Americas organization, and Global Clinical Operations (GCO) US needs. This role will perform a wide range of responsibilities of operational activities independently, with the objective of improving operational efficiency within and across functions globally. 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.

Essential Functions of the Job:

Support GCO 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

Provide general administrative/project support to various GCO 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

Understand business priorities and proactively look for ways to streamline and optimize productivity across Global Clinical Operations through partnering with internal/external stakeholders and cross-functional colleagues

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

Retrieve mail from lobby ambassador and deliver to GCO Clinical Business Operations' team for action

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

Supervisory Responsibilities:

None at this time

Computer Skills:

High level of proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook, Teams), Concur, Zoom, Ariba, Icertis

Other Qualifications:

Fast learner in a fast-paced environment; ability to multitask

Extensive experience in efficiently multi-tasking between business partners and priorities

Ability to take on increased responsibility as the company grows

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

Travel:

As needed for offsite meetings and flexibility to regularly travel to BeOne office

Education/ Experience Required:

High School Diploma required, Bachelor of Arts or Science preferred.

Minimum of 7+ years' experience of progressive administrative experience supporting high level leaders; multiple disciplines a plus

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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