Administrative Associate II - Tailored Management
South San Francisco, CA 94080
About the Job
Job Title: Administrative Associate II
Location: South San Francisco, CA
Duration: 12+ months contract
This is position is preferred onsite but the manager is open to hybrid (3 days onsite).
Job description:
Role Overview
Key Accountabilities
LSD Functional Support:
Support the LSD Sr. Director with any administrative duties (i.e.
Calendar/Expenses/Travel/Offsites & Onsites, etc)
Execute and maintain cohesive and effective administrative processes within LSD and
its sub-functions in alignment with the LSD admin service level standards and shared
services model
Collaborate with Management and Business Partners to identify and standardize
operational processes
Coordinate and collaborate with other CMG Admin Teams as appropriate
Identify and implement ongoing process improvement opportunities across LSD
Participates in routine and ad hoc departmental meetings and other business reviews or
meetings to remain, at all times, fully abreast and apprised of evolving business needs
and requirements
Expected to share best practices within the department and cross-functionally, identify
and communicate ongoing opportunities for continuous improvement, training, learning
and operational excellence
Department Operations:
Location: South San Francisco, CA
Duration: 12+ months contract
This is position is preferred onsite but the manager is open to hybrid (3 days onsite).
Job description:
Role Overview
The Learning & Skill Development (LSD) Administrative Business Partner serves as the internal and external face/liaison between the team and leads coordination and execution of meetings with both internal and external stakeholders, manages communications for day-to-day operations, and plans small team events. This person is responsible for a variety of administration and operational activities, in order to ensure smooth operation of departmental activities. The position reports to the LSD Administrative Service Manager.
Key Accountabilities
Highly skilled in Google Suite and manage shared team drives and complex scheduling
requests, potentially across multiple time zones
Advanced knowledge of available IT systems (ex: cSuite, virtual collaboration tools)
Manage relationships with internal and external stakeholders, often with a high level of
confidentiality required
Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)
Manage scheduling meetings with external business partners. Oversee preparation and
post-meeting needs
Lead the planning & execution of internal meetings requiring webcasting, sophisticated
technology, etc.
Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)
Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc
Attend all internal meetings & assist in note-taking and/or action item follow up
Draft email communications on behalf of manager, team, department, leader, etc
Manage departmental gSites, Currents, websites, newsletters, etc. (collect content,
distribute information, oversee maintenance)
Coordinate collecting and implementing feedback for communications when applicable
Coordinate certain logistics of moves (space management), closely collaborate with
administrative space planning lead
Manage candidate/interview process (hosting candidate, collecting feedback, preparing
hiring/promotion package for review committee, partnering with Talent Acquisition and
Hiring Manager throughout the process)
Manage administrative components and logistics of onboarding (ensure new hires have
information for orientation, welcome events, new devices, etc.)
Manage and plan team building events & workshops
Keep up-to-date on available trainings and organize for team and/or other admins in
dept
Process and manage vendor/speaker engagements, contracts and payments, etc
Define centralized office supplies process
Autonomously maintain department org charts
Lead, act and live our Operating Principles in all aspects of work
Complies with all laws, regulations, policies and procedures that govern the conduct of
activities
requests, potentially across multiple time zones
Advanced knowledge of available IT systems (ex: cSuite, virtual collaboration tools)
Manage relationships with internal and external stakeholders, often with a high level of
confidentiality required
Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)
Manage scheduling meetings with external business partners. Oversee preparation and
post-meeting needs
Lead the planning & execution of internal meetings requiring webcasting, sophisticated
technology, etc.
Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)
Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc
Attend all internal meetings & assist in note-taking and/or action item follow up
Draft email communications on behalf of manager, team, department, leader, etc
Manage departmental gSites, Currents, websites, newsletters, etc. (collect content,
distribute information, oversee maintenance)
Coordinate collecting and implementing feedback for communications when applicable
Coordinate certain logistics of moves (space management), closely collaborate with
administrative space planning lead
Manage candidate/interview process (hosting candidate, collecting feedback, preparing
hiring/promotion package for review committee, partnering with Talent Acquisition and
Hiring Manager throughout the process)
Manage administrative components and logistics of onboarding (ensure new hires have
information for orientation, welcome events, new devices, etc.)
Manage and plan team building events & workshops
Keep up-to-date on available trainings and organize for team and/or other admins in
dept
Process and manage vendor/speaker engagements, contracts and payments, etc
Define centralized office supplies process
Autonomously maintain department org charts
Lead, act and live our Operating Principles in all aspects of work
Complies with all laws, regulations, policies and procedures that govern the conduct of
activities
LSD Functional Support:
Support the LSD Sr. Director with any administrative duties (i.e.
Calendar/Expenses/Travel/Offsites & Onsites, etc)
Execute and maintain cohesive and effective administrative processes within LSD and
its sub-functions in alignment with the LSD admin service level standards and shared
services model
Collaborate with Management and Business Partners to identify and standardize
operational processes
Coordinate and collaborate with other CMG Admin Teams as appropriate
Identify and implement ongoing process improvement opportunities across LSD
Participates in routine and ad hoc departmental meetings and other business reviews or
meetings to remain, at all times, fully abreast and apprised of evolving business needs
and requirements
Expected to share best practices within the department and cross-functionally, identify
and communicate ongoing opportunities for continuous improvement, training, learning
and operational excellence
Department Operations:
Maintain and evolve (as driven by changing business requirements) department-specific systems, technologies, and tools such as knowledge management systems, intranetportal, communications platforms, etc.
Qualifications
BS/BA degree or equivalent industry experience
An average of 5-7 years related administrative, operations or project management
experience
Experience working with senior leaders/management
Ability to multitask, prioritize and execute tasks independently. May assist in the
coordination of work flow among team members
Collaborative, initiates and facilitates team development, ensures all relevant or useful
information within the team is shared, works with different functions to achieve the best
overall outcome
Ability to handle and exercise judgment and discretion concerning sensitive, confidential
and proprietary information
Demonstrates accuracy and attention to detail of own and other's work, communicates
and ensures standards for accuracy and detail within the team
Based on breadth of experience, skill and strategic context, makes decisions
independently and with minimal need of external input/validation
In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools
(including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to
provide instruction or training to others as needed
Familiarity with organization strongly preferred
Qualifications
BS/BA degree or equivalent industry experience
An average of 5-7 years related administrative, operations or project management
experience
Experience working with senior leaders/management
Ability to multitask, prioritize and execute tasks independently. May assist in the
coordination of work flow among team members
Collaborative, initiates and facilitates team development, ensures all relevant or useful
information within the team is shared, works with different functions to achieve the best
overall outcome
Ability to handle and exercise judgment and discretion concerning sensitive, confidential
and proprietary information
Demonstrates accuracy and attention to detail of own and other's work, communicates
and ensures standards for accuracy and detail within the team
Based on breadth of experience, skill and strategic context, makes decisions
independently and with minimal need of external input/validation
In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools
(including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to
provide instruction or training to others as needed
Familiarity with organization strongly preferred
Source : Tailored Management