Admin Coordinator AFP

Location: Thousand Oaks, CA
Date Posted: 10-12-2017
Day to Day Responsibilities:     
  • Primarily responsible for managing multiple and/or complex calendars, coordinate domestic/international travel arrangements, and expense reporting.
  • Will also manage complex administrative support activities, and occasionally assisting supervisor in coordination of management issues, (i.e., focal reviews, goals and department/staff goals and objectives).
  • Additional responsibilities include independently coordinating calendared meetings, complex onsite/offsite meetings, leading administrative projects, providing management with status/activity reports
  • Assisting staff members with the compiling documents for submissions, formatting, and distribution of submissions.
  • Will also be responsible for taking, transcribing, and distributing meeting minutes, project tracking (i.e. budget, database, timelines), as well as demonstrating the ability to interact with outside vendors and various levels of management.
  • Managing calendars and scheduling meetings; Performing administrative duties as assigned; Managing individual and team calendars (Outlook).
  • And other job duties called out in the job descriptions.
 
Summary:
The role of the Administrative Coordinator is to perform a variety of administrative support activities; to manage the coordination of meeting logistics (primarily for the IT Director), minutes and other duties as assigned.
 
Key responsibilities include:
  • Managing calendars and scheduling meetings
  • Ordering office supplies
  • Arranging purchase orders
  • Making travel arrangements & preparing expense reports as requested
  • Assisting with preparation of presentations
  • Managing departmental administrative files
  • Performing administrative duties as assigned
  • Maintaining distribution, contact and personnel lists
  • Coordinating mailings and courier/deliveries
  • Managing the administrative aspects of relationships with outside experts and vendors
  • Participating in department project teams
  • Provide backup support to additional department ACs
  • Managing individual and team calendars (Outlook)
  • Coordinating local and international meetings: arrange travel, meeting arrangements, visitor accommodations
  • Organizing meeting rooms, including logistics, catering and equipment needs
  • Preparing agendas and take action items as required.
  • Assisting with special projects as requested by the Director and others within group
 
Basic Qualifications
Associate’s degree & 2 years of Administrative experience
OR
High school diploma/GED & 4 years of Administrative experience
 
Preferred Qualifications:
  • Strong Outlook, Excel, PowerPoint Skills
  • Excellent Time Management skills
  • Ability to prioritize projects of greater urgency and importance
  • Calm under pressure
  • Amgen experience
  • 5+ years of experience in an administrative support role supporting large teams at different levels
  • Managing multiple calendars including coordination across multiple time zones
  • Excellent written, verbal, and presentation skills in communicating key business information
  • Experience providing administrative support to remote staff
  • Outstanding organizational and interpersonal skills
  • Ability to work in a fast-paced, deadline-driven environment
  • Discretion in dealing with proprietary information
 
Skills:
Administrative support experience, comfortable using multiple computer systems, able to shift gears and be comfortable with ambiguity, must be able to recognize priorities and reorganize priorities for staff that they are supporting, proactive in thinking and able identify potential issues, track action items, provide ongoing communication to team to stay on track, look for areas of continuous improvement.

"This posting is for Contingent Worker, not an FTE"
 
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