Senior Administrative Assistant

BeOne Medicines Ltd.; Hopewell (NJ); Hybrid; USD 51,000 - 63,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

Paid Time Off

Wellness

Job summary

BeOne Medicines Ltd. is seeking a Senior Administrative Assistant to provide high-quality administrative support to executive functions.

The role includes calendar management, meeting planning, and international travel coordination, with onboarding coordination for new hires. The position requires at least 5 years of experience supporting senior leaders, strong organizational and communication skills, and proficiency with Microsoft Office and collaboration tools.

Qualifications

• Minimum of 5+ years’ experience assisting high level leaders; multiple disciplines a plus.
• Extensive experience in efficient multi-tasking between business partners and priorities.
• Ability to independently work in an ambiguous yet fast-paced environment.

Responsibilities

• Coordinate and manage complex daily calendars for executives.
• Plan and logistics for meetings and events, including domestic and international travel.
• Schedule candidate interviews and onboarding activities.
• Process expense reports and reconcile corporate charges per policy.
• Support vendor onboarding, purchasing, and invoicing activities.

Skills

Microsoft Office

Outlook

Concur

Zoom

MS Teams

Education

Bachelor’s degree

Job description

BeOne continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer.

The Senior Administrative Assistant is responsible for providing high quality and proactive administrative support to assigned functions. This role will independently perform a wide range of operational activities, with the objective of supporting the functions’ day-to-day operations. Key responsibilities include, but not limited to, coordinating, and managing complex daily calendars, coordinating and logistical planning of meetings and events, domestic and international travel arrangements, scheduling candidate interviews, maintaining office supplies, and other responsibilities. Project and other duties may be assigned.

• Support the function by actively managing administrative/project support and coordinating group travel arrangements (domestic and international)
• Provide day-to-day administrative support to the VP and ED[NC1.1] within the function, including but not limited to complex calendar management, meeting scheduling and coordination, domestic and international travel arrangements and bookings
• Understand business priorities and proactively streamline administrative workflows under area of influence
• Organize and schedule meetings (e.g. townhalls, off-sites, cross-functional meetings) as needed for various groups, with a mindset of budget control and reception to feedback for future improvements
• Work with vendors and the procurement team on vendor onboarding, purchase requisitions and orders, and invoice and payment follow-up for services supporting the function
• Process expense reports and reconcile corporate credit card charges as requested and in line with company policies
• Coordinate and send communications on behalf of the executive, and maintain various records and documents
• Ensure and maintain confidentiality of all appropriate communications and documentation
• Schedule and coordinate candidate phone, video, and in-office interviews; arrange travel accommodations for out-of-state candidates
• Responsible for coordinating onboarding process and plan for new employees, including coordinating equipment setup with GTS/WPS and arranging meetings aligned with onboarding plan
• Responsible for greeting and coordinating orientation to new employees
• Build and maintain internal cross-functional relationships
• Provide general support to visitors
• Participate actively in the planning and execution of company events when needed; coordinate catering for different meetings and events in/out of the office
• Be flexible to take on other emerging assignments as assigned when necessary

Location

Remote (Eastern Time Zone preferred), or office-based in Hopewell, NJ or San Carlos, CA.

Qualifications

• Minimum of 5+ years’ experience assisting high level leaders; multiple disciplines a plus
• Extensive experience in efficient multi-tasking between business partners and priorities
• Ability to independently work in an ambiguous yet fast-paced environment
• Ability to work independently in a fast-paced environment with constantly changing priorities
• Strong organizational and communication skills, team-oriented philosophy, and problem-solving skills
• Demonstrated ability to relate well with all levels of management and peers
• A positive can-do attitude

Computer Skills

• High level of proficiency with Microsoft Office, Outlook, Concur, Zoom, and MS Teams

Education Required

• Bachelor’s degree

BeOne Global Competencies

When we exhibit our values of Patients First, Collaborative Spirit, Bold Ingenuity and Driving Excellence, through our twelve global competencies below, we help get more affordable medicines to more patients around the world.

• Fosters Teamwork
• Provides and Solicits Honest and Actionable Feedback
• Self-Awareness
• Acts Inclusively
• Demonstrates Initiative
• Entrepreneurial Mindset
• Continuous Learning
• Embraces Change
• Results-Oriented
• Analytical Thinking/Data Analysis
• Financial Excellence
• Communicates with Clarity

Global Competencies

When we exhibit our values of Patients First, Driving Excellence, Bold Ingenuity and Collaborative Spirit, through our twelve global competencies below, we help get more affordable medicines to more patients around the world.

• Fosters Teamwork
• Provides and Solicits Honest and Actionable Feedback
• Self-Awareness
• Acts Inclusively
• Demonstrates Initiative
• Entrepreneurial Mindset
• Continuous Learning
• Embraces Change
• Results-Oriented
• Analytical Thinking/Data Analysis
• Financial Excellence
• Communicates with Clarity

Salary Range

Salary Range: $36.68 - $45.68 per hour

BeOne is committed to fair and equitable compensation practices. Actual compensation packages are determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location. Packages may vary by location due to differences in the cost of labor. The recruiter can share more about the specific salary range for a preferred location during the hiring process. Please note that the listed range reflects the base salary or hourly range only. Non-Commercial roles are eligible to participate in the annual bonus plan, and Commercial roles are eligible to participate in an incentive compensation plan. All Company employees have the opportunity to own shares of BeOne Medicines Ltd. stock because all employees are eligible for discretionary equity awards and to voluntarily participate in the Employee Stock Purchase Plan. The Company has a comprehensive benefits package that includes Medical, Dental, Vision, 401(k), FSA/HSA, Life Insurance, Paid Time Off, and Wellness.

We are proud to be an equal opportunity employer. BeOne does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, Title I of the Americans with Disabilities Act of 1990, and any other applicable federal, state or local laws, applicants who require reasonable accommodation in the job application process may contact [e-mail].