Senior Administrative Assistant / Office Manager, HI Bio

Job Description

This position is based in San Francisco, California and requires onsite presence 3x or more per week.

Do you have the skills to fill this role Read the complete details below, and make your application today.

HI-Bio, Inc., a Biogen company is seeking a Senior Administrative Assistant (Office Manager) to provide high-level administrative support to multiple executives and senior managers, local and remote, including calendar management, travel arrangements, and expense reporting.

This role also involves managing day-to-day office operations, handling various projects, and providing ad hoc administrative support as needed.

The ideal candidate will demonstrate excellent attention to detail, time management skills, and a proactive approach to task management.

As a valued member of HI-Bio : A Biogen Company, the Senior Administrative Assistant will build relationships with administrative assistants across functions and play a key role in supporting a wide range of team engagements and activities.

What You’ll Do

Provide full range of administrative support across multiple leaders and office needs, including :

• Managing complex calendars in various time zones and scheduling high-level, time-sensitive meetings in a fast-paced environment.
• Coordinating and managing domestic and international travel arrangements and completing expense reports promptly.
• Assisting with external visitors, Zoom and Microsoft Teams meetings setup and attendance, and associated meeting logistics.
• Arranging and reserving conference rooms, catering, audio / video, and other essential services for meetings, team events, and conferences.
• Driving key team activities and events, both onsite and offsite, such as social events, town halls, department team meetings.
• Restocking, managing, and ordering office and breakroom supplies, managing incoming / outgoing mail, including the appropriate handling of sensitive and confidential correspondence.
• Providing backup assistance in the absence of other administrative colleagues and supporting other projects and initiatives as needed.

Who You Are

You are highly motivated, proactive and dependable. You love working and supporting teams and developing relationships to support cross functional business needs internally.

You understand priorities and make responsible decisions with limited information, accomplishing tasks independently with strong personal awareness.

Qualifications

• Associate’s degree is minimum degree required. Bachelor’s degree preferred
• 3+ years of administrative experience required
• Ability to handle onsite matters consistently with high touch and professionalism
• Familiarity with biotechnology / pharmaceutical industry preferred
• Must have excellent communication skills, proficiency with computers, including MS office suite and the ability to quickly learn new technologies and processes
• Demonstrated experience problem-solving and proactive dealing with complex, ambiguous situations with diplomacy and tact
• Demonstrated experience in execution and accountability for project coordination and, or management
• Anticipates needs and potential obstacles
• Applies innovative problem-solving methods and generates ideas; is solution oriented; owns projects and tasks until completed;

implements and communicates solutions and outcomes

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