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

Date Posted

06-Nov-2024

Closing Date

14-Nov-2024Our mission is to build an inclusive and equitable environment. We want people to feel they belong at AstraZeneca and Alexion, starting with our recruitment process. We welcome and consider applications from all qualified candidates, regardless of characteristics. We offer reasonable adjustments/accommodations to help all candidates to perform at their best. If you have a need for any adjustments/accommodations, please complete the section in the application form.

AstraZeneca requires all US employees to be fully vaccinated for COVID-19 but will consider requests for reasonable accommodations as required by applicable law.PDN-9d6ddc62-e870-4a3b-8f05-8d146f497811