Administrative Coordinator – US Rare Disease

Role Summary

Administrative Coordinator for the US Rare Disease business unit at Amgen. Provides complex administrative and operational support to the Sales and Marketing Leads of Tavneos, within the US Rare Disease unit. Supports two Executive Directors and their directs, coordinating calendars, travel, meeting logistics, and cross-functional initiatives, while maintaining discretion and managing multiple priorities in a fast-paced environment.

Responsibilities

• Ensuring timely coordination of department members’ administrative needs
• Manages multiple and/or complex team calendars
• Coordinates domestic and international travel, prepares expense reports, and ensures compliance with company travel policies and trainings
• Coordinates end-to-end meeting logistics including scheduling, room reservations, catering, technology setup, agenda preparation, and tracking action items
• Prepares and processes forms, documents and correspondence; anticipates, revises and sends correspondence
• Providing administrative support for cross-functional initiatives and special projects as assigned
• Supporting team culture initiatives such as team on-sites and meetings
• Partnering with the marketing/sales planning teams on all-staffs and sales meetings to ensure all technical components of the meeting run smoothly
• Maintaining department email distribution lists
• Preparing agendas and taking action items as the need arises
• Partnering with team members to disseminate large communications (organizational announcements, Sales/Marketing communications, etc.)
• Ensuring team maintains a tech-forward growth mindset by continuously testing and sharing new technology and productivity tools to improve operations
• Discretion and confidentiality in work assignments, and ability to resolve issues with tact, judgment, creativity, and initiative while managing multiple priorities in a changing environment

Qualifications

• Required: Associate’s degree and 2 years of administrative experience; OR 2 years in a technical school setting with hands-on experience; OR High school diploma / GED and 4 years of administrative experience
• Preferred: 5+ years of experience in an administrative support role
• Preferred: Strong knowledge of technology, including Outlook, Excel, PowerPoint; experience with AI tools such as ChatGPT
• Preferred: Knowledge of SAP, Webex, MS Teams, SharePoint and Concur
• Preferred: Strategic problem solver who thinks ahead and anticipates solutions to logistical issues
• Preferred: Ability to work in a fast-moving, results oriented environment
• Preferred: Strong cross-functional partnership and communication across multiple team members
• Preferred: Discretion in dealing with proprietary or confidential information
• Preferred: Helpful, can-do attitude with a solution-oriented approach
• Preferred: Polite and personable team player
• Preferred: Skilled at remaining calm under pressure
• Preferred: Ability and willingness to travel to company meetings, sites, etc. (~10%)

Education

• Associate’s degree (or equivalent) with 2 years of administrative experience
• 2 years in a technical school setting with hands-on experience
• High school diploma / GED with 4 years of administrative experience

Additional Requirements

• Travel: Ability and willingness to travel to company meetings, sites, etc. (approximately 10%)