Administrative Assistant

BeOne Medicines • San Mateo, CA • 2h ago

General Description:

The Administrative Assistant provides operational administrative support to VP-level and other leaders within the Office of the CMO - Solid Tumors. The ideal candidate thrives in a fast-paced, dynamic environment and brings a strong sense of urgency, attention to detail, and excellent 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 and ensure all logistical details are handled efficiently (as needed)

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.

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

Supervisory Responsibilities:

Other Qualifications:

Experience: 3+ years supporting senior leaders; cross-functional experience preferred

Calendar & Scheduling: Advanced management of complex, high-volume, multi-time zone calendars

Travel Coordination: Proven ability to manage domestic/international travel, including logistics, visas, and last-minute changes

Expense Management: Accurate, compliant expense reporting and reconciliation

Organization & Execution: Strong ability to manage multiple priorities, meet deadlines, and operate effectively in fast-paced, dynamic environments

Proactivity & Judgment: Anticipates needs, exercises sound judgment, and escalates appropriately

Communication & Relationships: Excellent written/verbal communication; builds strong relationships across levels and geographies

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