Senior Administrative Assistant

BeiGene, Ltd.; San Carlos (CA); On-site; USD 51,000 - 63,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

FSA/HSA

Life Insurance

Paid Time Off

Wellness

Job summary

BeOne Medicines Ltd. in San Carlos, CA is seeking a Senior Administrative Assistant to provide strategic administrative support to the Digital & AI organization and related functions, performing a broad range of operational activities independently.

You will manage busy calendars, coordinate meetings and travel, schedule interviews, onboard new staff, handle confidential communications, and collaborate with IT and Workplace Services to maintain efficient office operations.

Qualifications

• 5+ years of experience supporting high-level leaders.
• Experience multi-tasking between business partners and priorities.
• Ability to work independently in a fast-paced, ambiguous environment.
• Strong organizational and communication skills.

Responsibilities

• Coordinate and manage complex daily calendars.
• Coordinate and logistical planning of meetings and events.
• Domestic and international travel arrangements.
• Schedule candidate interviews.
• Maintain office supplies and handle mail.
• Ensure confidentiality of communications and documents.

Skills

High level admin support

Calendar management

Communication skills

Team collaboration

Problem solving

Education

Bachelor’s degree

Tools

Microsoft Office

Outlook

Concur

Zoom

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.

General Description

The Senior Administrative Assistant is responsible for providing high quality and strategic administrative support to assigned functions, i.e. Digital & AI organization. This role will perform a wide range of responsibilities of operational activities independently.

Key responsibilities

• 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
• handling incoming and outgoing mail
• and other responsibilities

Essential Functions of the Job

• Support GSDS by actively managing administrative/project support, coordinating all travel arrangements (domestic and international), preparing/hosting key department meetings, draft/review/send communications on behalf of the executive, and maintaining various records and documents
• Understand business priorities and proactively streamline administrative workflows under area of influence
• Possess skills to organize data for insights to help with decision making and assist in select budget management across GSDS through partnering with internal/external stakeholders and cross-functional colleagues
• Provide general administrative/project support including creation of presentation materials to various GSDS teams and/or BeOne teams as assigned
• Organize and schedule meetings, (e.g. townhalls, off-sites, onboarding, celebration events, cross-functional organized events) as needed for various groups, with a mindset of budget control and reception to feedback for future improvements
• Assist with travel arrangements (domestic and international) for senior members of the department/company and contractors as needed
• Handle expenses and reconcile corporate credit card expenses on a monthly basis
• 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 request and set up of equipment, arrange meetings aligned with onboarding plan, etc.
• Responsible for greeting and coordinating orientation to new employees
• Organize office operations and procedures
• Coordinate with GTS (IT) & WPS (Workplace Services) department on all office equipment needs
• Build and maintain internal cross-functional relationships
• Provide general support to visitors
• Participate actively in the planning and execution of company events on a quarterly basis; Coordinate catering for different meetings and events in/out of the office
• Conduct clerical duties, including document management/organization/preparation and management of high email volume
• Be flexible to take on other emerging assignments as assigned when necessary

Location

Preferred based in San Carlos, CA

Qualifications

• Minimum of 5+ years’ experience assisting high level leaders; multiple disciplines a plus
• Extensive experience in efficiently 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

Education Required

Bachelor’s degree

BeOne Global Competencies

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

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.

Benefits

• Medical
• Dental
• Vision
• 401(k)
• FSA/HSA
• Life Insurance
• Paid Time Off
• Wellness

Equal Opportunity Employer

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].

BeOne is a global oncology company that is discovering and developing innovative treatments that are more affordable and accessible to cancer patients worldwide. With a broad portfolio, we are expediting development of our diverse pipeline of novel therapeutics through our internal capabilities and collaborations. We are committed to radically improving access to medicines for far more patients who need them. Our growing global team of more than 11,000 colleagues spans six continents. To learn more about BeOne, please visit www.beonemedicines.com and follow us on LinkedIn, X (formerly known as Twitter), Facebook and Instagram. For more information, please visit the link to explore job opportunities in China Mainland. China Mainland Job Posting At BeOne, how we work is just as important as the work we do. Below are our Values that determine the decisions we make and how we do things. Patients First Driving Excellence Bold Ingenuity Collaborative Spirit