Administrative Assistant

eTeam; Cary (NC); On-site; USD 52,000 - 72,000; Full time

Job summary

eTeam is seeking an organized administrative coordinator to oversee interview scheduling, travel logistics, onboarding activities, and broad administrative operations. The role involves coordinating meetings, managing communications, and ensuring IT access and equipment for new hires.

You will collaborate across departments to maintain a seamless candidate experience and team efficiency. Ideal candidates have 3–5 years in admin/operations, strong Microsoft Office and cSuite skills, and a

Qualifications

• 3–5 years related administrative, operations or project support experience (pharma/biotech preferred)
• Ability to handle routine and impromptu assignments with minimal supervision
• Collaborative, supports team development and information sharing
• Discretion with sensitive and confidential information
• Attention to detail in own and others' work
• Confident within a defined job scope and shared decision making
• Proficient with Microsoft Office and cSuite tools (Gmail, GCal, GSheets, GSlides, Trello, Jamboard, Meet, Zoom)
• Familiarity with Genentech organization preferred
• High school diploma or equivalent experience preferred

Responsibilities

• Coordinate interview scheduling and travel logistics for external candidates and panels
• Lead planning and execution of department meetings, off-sites, and team huddles
• Manage day-to-day team communications, policies, reminders, and awards recognition
• Submit facilities, IT, and Site Service requests; manage PO, invoices and vendor data
• Support onboarding activities, site access, and IT equipment distribution
• Provide onsite candidate hosting and post-interview documentation support
• Assist general office tasks and clerical duties as the startup facility evolves

Education

High school diploma

Tools

Microsoft Office

G Suite Tools

Zoom

Trello

Jamboard

Gmail

Google Meet

Job description

You will oversee the full interview lifecycle, including travel logistics, to provide a welcoming and seamless introduction to our team. Additionally, you will coordinate essentia onboarding activities and support broader administrative operations to ensure new hires and internal teams are positioned for long-term success. We seek a proactive, adaptable professional who excels in dynamic environments, enjoys interpersonal collaboration, and possesses a continuous improvement mindset.

Job Responsibilities:

• 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 in room 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 3-6 people and internal standing meetings small team off-sites (1 day with no sleeping rooms and no activities) and on-sites including sprints and face to face team meetings
• Support the planning and execution of department-wide staff meetings (e.g. Town Halls, department meetings, etc), meeting logistics including agenda creation/distribution, meeting materials, catering, room set-up, 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.
• Manage communications for day-to-day 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 (community driven, informal)
• Ensure that employees are recognized for milestones (anniversaries, weddings, birthdays, etc.) based on department guidelines and company policies.
• 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

Functional Job Responsibilities: (30% specific to the role)

• Responsibilities include managing interview scheduling, facilitating post-interview feedback sessions, coordinating candidate travel logistics, and preparing interview materials for panels in advance. Serving as the primary onsite point of contact, you will host candidates to ensure a welcoming experience while maintaining accurate talent acquisition documentation. Additionally, you will assist in clerical duties that may include, but are not limited to, general office support and facilitating onboarding activities such as coordinating site access and distributing IT equipment (e.g., headsets, keyboards, and mice), procurement needs. Given the current start-up nature of this facility, the initial scope of responsibilities remains comprehensive and is subject to refinement as our operations expand.

Required Skills and Qualifications:

• An average of 3-5 years related administrative, operations or project support experience (experience gained in 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 dept 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 other's work.
• Confident operating within a well defined job scope and a shared decision making process
• In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM)
• Familiarity with Genentech organisation preferred.
• High school diploma and equivalent industry experience preferred