Senior Executive Assistant

Role Summary

Senior Executive Assistant to the Vice President, Oncology/Immunology Research. Provide administrative support and partnership to the VP, serve as a resource for the department, manage complex assignments, anticipate team needs, and help develop future plans. The Oncology/Immunology teams are located in South San Francisco, CA and Thousand Oaks, CA, and the position is hybrid onsite and remote.

Responsibilities

• Support the vice president and the senior leadership team by managing administrative functions, coordinating communication, and helping to facilitate strategic priorities.
• Lead and develop a high-performing team of Administrative Coordinators (ACs).
• Build and maintain close working relationships with key partners within Amgen and externally and serve as a liaison for communication.
• Handle sensitive information with discretion and maintain confidentiality.
• Manage executive calendars with complex schedules across multiple time zones, including coordinating and scheduling meetings, prioritizing appointments, and resolving conflicts.
• Arrange domestic and international travel, including flights, accommodation, and ground transportation, and prepare detailed itineraries. Ensure travel and expense reports are managed in compliance with company policy.
• Coordinate and support internal and external meetings, including arranging audiovisual support, securing venues, and planning and facilitating the meeting agenda and presentations.
• Organize and manage logistics for the Oncology/Immunology research team overall, including onboarding staff, coordinating department-wide communications and updates, and managing the department website.
• Contribute to cross-functional initiatives and ensure completion of deliverables.

Qualifications

• Required: Associate’s degree and 4 years of administrative experience
• Required: High school diploma / GED and 6 years of administrative experience
• Preferred: Bachelor’s degree with 5+ years of experience in an administrative support role supporting large teams at different levels
• Preferred: Supervisory or leadership experience working in technology-based organizations
• Preferred: Excellent organizational skills and ability to manage multiple people
• Preferred: Detail-oriented and excellent travel and meeting planning skills including proactive planning of business needs
• Preferred: Good external customer communication skills
• Preferred: Expert level PC skills in Outlook, MS Word, PowerPoint, Excel, Teams, SharePoint, Workday and SAP, along with advanced typing skills
• Preferred: Excellent time management and project management skills with the ability to prioritize projects of greater vitality and importance
• Preferred: Calm under pressure
• Preferred: Managing multiple calendars including coordination across multiple time zones
• Preferred: Excellent written, verbal, and presentation skills in communicating key business and clinical information
• Preferred: Experience providing administrative support to remote staff
• Preferred: Ability to work in a fast-paced environment with an effective, can-do attitude
• Preferred: Absolute discretion and confidentiality, as well as judgment, creativity, flexibility, and initiative in resolving issues
• Preferred: Ability to recognize and resolve problems with minimal oversight