Administrative Assistant
Administrative Assistant
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Job Description
The Position
The Opportunity:
Highly skilled in Google Suite and able to manage gCal scheduling of department team and ad hoc meetings with both internal and external stakeholders (onsite offsite live or virtual)
Proficient in all available tech meeting platforms including inroom technology video conferences Google Meets Zoom and global webcasts
Schedule and support external candidate interviews
Lead the coordination and execution of small Internal/within department meetings of 36 people and internal standing meetings small team offsites (1 day with no sleeping rooms and no activities) and onsites including sprints and facetoface team meetings
Support the planning and execution of departmentwide staff meetings (e.g. Town Halls department meetings etc) meeting logistics including agenda creation/distribution meeting materials catering room setup etc.
Support to ensure attendees are prepared to participate in meetings including AV connection gMeets Zoom info etc.
Send communications on behalf of someone (note: complexity depends upon the person requesting)
Manage communications for daytoday team operations including changes in policies processes department reminders (e.g. handling of gifts etc.) team agreements
Plan and coordinate team huddles and small team events (communitydriven informal)
Ensure that employees are recognized for milestones (anniversaries weddings birthdays etc.) based on department guidelines and company policies
Serve as the internal and external face/liaison between the team and Genentech acting appropriately and professionally
Possess a general knowledge of available Genentech IT systems such as cSuite virtual conference tools etc
Submit facilities IT and Site Service requests
Manage purchase orders invoices payment tracking and vendor maintenance
Facilitate new hire onboarding executing the first 30 days checklist in addition to ensuring technology is available and functional for the new hire
Manage distribution lists print services office supply process and shipping/receiving
Who you are:
An average of 35 years related administrative operations or project support experience (experience gained in the pharmaceutical/biotechnology industry is preferred).
Ability to handle routine and impromptu assignments with minimal supervision.
Collaborative supports team development seeks all relevant or useful information for the team willing to contribute and assist others in the department as needs arise.
Ability to handle and exercise judgment and discretion concerning sensitive confidential and proprietary information.
Demonstrates accuracy and attention to detail of own and others work.
Confidently operating within a welldefined job scope and a shared decisionmaking process.
Indepth knowledge of Microsoft Office (PowerPoint Excel and Word) cSuite Tools (including gMail gCal gSheets gSlides Trello Jamboard gMeet ZOOM).
Familiarity with the Genentech organization is preferred.
High school diploma and equivalent industry experience preferred.
Relocation benefits are not available for this job posting.
Genentech is an equal opportunity employer. It is our policy and practice to employ promote and otherwise treat any and all employees and applicants on the basis of merit qualifications and competence. The companys policy prohibits unlawful discrimination including but not limited to discrimination on the basis of Protected Veteran status individuals with disabilities status and consistent with all federal state or local laws.
If you have a disability and need an accommodation in relation to the online application process please contact us by completing this form Accommodations for Applicants.
Employment Type
Full-Time
