Senior Administrative Assistant, Office of the CEO

BeOne Medicines Ltd.; San Carlos (CA); On-site; USD 52,000 - 69,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401K

Job summary

BeOne Medicines Ltd. in San Carlos, CA, is seeking a Senior Coordinator for the Office of the CEO to provide high‑level coordination and operational support.

You will prep daily executive briefs, schedule meetings across time zones, and develop materials for Board engagement. This temporary contractor role is part of BeOne’s Contingent Workforce Program, managed by Magnit Global, requiring discretion and strong judgment while leveraging AI tools to accelerate planning and maintain

Qualifications

• 5+ years of experience in executive coordination, project coordination, business operations, or high-level administrative support; experience supporting senior executives is highly preferred.
• Demonstrated ability to coordinate complex executive meetings, participants, materials, and logistics across multiple time zones.
• Excellent PowerPoint skills, with the ability to create polished, accurate, executive-ready presentations and briefing materials.
• Strong Excel skills, including the ability to organize, track, analyze, and clearly present information.
• Proficiency with Microsoft Copilot and approved AI tools or demonstrated ability to adopt new digital tools quickly and use them responsibly.
• Exceptional written and verbal communication skills, including the ability to draft clear, concise materials and communicate confidently with senior leaders and external stakeholders.
• Professional demeanor and strong executive presence, with sound judgment, discretion, and respect for confidentiality.
• Highly collaborative by embracing the fluid and fast-paced nature of the department, where team members actively support one another, adapt to shifting needs, and pivot quickly and frequently to ensure seamless day-to-day operations.
• Highly organized and detail-oriented, with the ability to manage multiple priorities, maintain accuracy, and follow through on commitments.
• Customer-focused and service-oriented, with a collaborative approach and the ability to build effective relationships across functions, levels, and geographies.
• Change agile and comfortable operating in a fast-paced environment with ambiguity, shifting priorities, and frequent last-minute changes.
• Calm and resourceful under pressure, with the ability to assess urgent situations, solve problems quickly, and elevate when appropriate.
• Proactive, responsive, and accountable, with the ability to anticipate needs and work independently while staying closely aligned with the Executive Assistant and the broader Office of the CEO team.
• Strong commitment to teamwork, continuous improvement, and high-quality execution

Responsibilities

• Prepare daily executive briefs integrating schedules, pre-reads, priorities, and reminders for the CEO's day.
• Schedule and coordinate high-priority meetings across time zones; manage attendees and logistics.
• Prepare agendas, presentations, pre-reads, briefing documents, and attendee information.
• Support planning for medical congresses, investor events, leadership and board meetings, including on-site logistics.
• Create polished PowerPoint presentations and use Excel to analyze and present information.
• Use Copilot and AI tools to improve meeting prep and summaries while maintaining confidentiality.
• Calendar management and scheduling support in coordination with the Executive Assistant.
• Coordinate with senior leaders, boards, internal teams, and external stakeholders.
• Manage last-minute changes, prioritize, and resolve issues calmly.
• Handle confidential information and provide additional coordination and documentation as needed.
• Coordinate lunches, set up/clean meeting rooms, maintain an organized office.

Skills

Executive coordination

PowerPoint

Excel

AI tools (Copilot)

Communication

Discretion & confidentiality

Cross-time-zone coordination

Tools

Microsoft Copilot

Job description

Temporary work opportunities align well with professionals seeking career flexibility and non-traditional ways of working, while being driven to deliver exceptional results in high-profile environments. Magnit Direct Source is a service offered by Magnit Global that connects top talent directly to industry-leading clients with flexible temporary assignments across a variety of impactful projects.

BeOne Medicines is creating the world’s next generation cancer treatments. As a global oncology company focused on uniting against cancer, BeOne Medicines brings together passionate professionals dedicated to making a difference for patients worldwide.

This opportunity is part of BeOne’s Contingent Workforce Program in partnership with Magnit Global. As a temporary contractor supporting BeOne Medicines, you will be employed by our contingent talent partner, Magnit Global, who manages BeOne’s contingent and temporary workforce.

Magnit Global is a leading workforce solutions and technology company specializing in contingent workforce management. Magnit partners with organizations across industries including healthcare, pharmaceuticals, research and development, consumer electronics, and more. Magnit offers a comprehensive benefits package, including medical, dental, vision, and 401(k).

Magnit is a leading, global professional services and technology company and a certified "Great Place to Work." We have been a leader in contingent workforce management since 1991 and work with leading Fortune 500 companies and other large organizations across numerous verticals including consumer electronics, research and development, pharmaceuticals, health services, and many more. Magnit offers benefits including medical, dental, vision, and 401(k).

General Description

The Senior Coordinator, Office of the CEO, provides high-level coordination and operational support to help the Office of the CEO run effectively. Reporting to the Executive Assistant to the CEO, this role partners closely with the Office of the CEO team to prepare daily executive briefs, coordinate executive and Board-related activities, develop high-quality materials, and ensure meetings and priorities are organized and executed with precision. The role includes some scheduling and calendar management but is broader than a traditional administrative assistant position, requiring strong judgment, proactive follow-through, comfort with technology and AI tools, and the ability to manage changing priorities and last-minute needs in a fast-paced global environment. The individual is expected to be in the San Carlos office full-time.

Essential Functions Of The Job

• Executive Briefing and Daily Readiness: Partner to prepare daily executive briefs that bring together schedules, pre-reads, priorities, reminders, and other information needed for the CEO’s day.


• Executive Meeting Coordination: Schedule and coordinate high-priority internal and external executive meetings, manage attendee availability across time zones, organize logistics, and respond quickly to changes.


• Meeting Materials and Follow-Through: Support the Office of the CEO staff with preparing agendas, presentations, pre-reads, briefing documents, attendee information and other supporting materials as needed.


• Conference and Executive Engagement Coordination: Support planning for medical congresses, investor events, leadership meetings, board meetings, and other executive engagements, including scheduling, attendee coordination, meeting suites, meals, materials, and on-site logistics as needed.


• Presentation and Data Support: Create and refine polished PowerPoint presentations and use Excel to organize, analyze, and present information clearly for executive audiences.


• AI-Enabled Ways of Working: Use Microsoft Copilot and other approved AI tools to improve the speed and quality of meeting preparation, summaries, drafts, presentations, and routine coordination while exercising appropriate judgment and confidentiality.


• Calendar and Scheduling Support: Provide selected calendar management and scheduling support in coordination with the Executive Assistant, including resolving conflicts, confirming details, and maintaining accurate information.


• Stakeholder Coordination: Serve as a professional, customer-focused point of coordination for senior leaders, Board-related contacts, internal teams, and external stakeholders.


• Rapid Response and Problem Solving: Manage last-minute schedule changes, competing priorities, and time-sensitive issues calmly and effectively; anticipate needs, identify solutions, and expedite appropriately.


• Confidential and Operational Support: Handle sensitive information with discretion and provide additional coordination, document preparation, correspondence, and project support as business needs evolve.


• Provide additional support as needed, including coordinating lunches, setting up and cleaning meeting rooms, and maintaining a welcoming and organized office environment.

Required Qualifications

• 5+ years of experience in executive coordination, project coordination, business operations, or high-level administrative support; experience supporting senior executives is highly preferred.


• Demonstrated ability to coordinate complex executive meetings, participants, materials, and logistics across multiple time zones.


• Excellent PowerPoint skills, with the ability to create polished, accurate, executive-ready presentations and briefing materials.


• Strong Excel skills, including the ability to organize, track, analyze, and clearly present information.


• Proficiency with Microsoft Copilot and approved AI tools or demonstrated ability to adopt new digital tools quickly and use them responsibly.


• Exceptional written and verbal communication skills, including the ability to draft clear, concise materials and communicate confidently with senior leaders and external stakeholders.


• Professional demeanor and strong executive presence, with sound judgment, discretion, and respect for confidentiality.


• Highly collaborative by embracing the fluid and fast-paced nature of the department, where team members actively support one another, adapt to shifting needs, and pivot quickly and frequently to ensure seamless day-to-day operations.


• Highly organized and detail-oriented, with the ability to manage multiple priorities, maintain accuracy, and follow through on commitments.


• Customer-focused and service-oriented, with a collaborative approach and the ability to build effective relationships across functions, levels, and geographies.


• Change agile and comfortable operating in a fast-paced environment with ambiguity, shifting priorities, and frequent last-minute changes.


• Calm and resourceful under pressure, with the ability to assess urgent situations, solve problems quickly, and elevate when appropriate.


• Proactive, responsive, and accountable, with the ability to anticipate needs and work independently while staying closely aligned with the Executive Assistant and the broader Office of the CEO team.


• Strong commitment to teamwork, continuous improvement, and high-quality execution

This is the pay range that Magnit reasonably expects to pay for this position: $37.50/hour - $50.00/hour

Benefits: Medical, Dental, Vision, 401K