Admin Coordinator AFP

Location: Thousand Oaks, CA
Date Posted: 03-14-2018
Day to Day Responsibilities:
  • Candidate will interface with Executives (EDs and up) and the assistant to the dept. VP.
  • Must be able to manage calendars, travel coordination, expense reporting, SharePoint sites, Excel based data files and communicates via Word and Outlook with executive presence.
  • Not looking for a front office receptionist.

Possibility of extension after 3 months.

The Administrative Coordinator (AC) will be primarily responsible for complex administrative support activities supporting multiple Executive Directors/Directors and other team members for the Device and Final Drug Product team.

Key Activities:
  • Initiating/facilitating Cross-Functional team meetings
  • Manage and coordinate department communications
  • Ownership of websites for the D&FDPT team
  • Independently coordinating web-interface meetings
  • Helping to develop slide presentations
  • Scheduling interviews
  • Assisting with special projects as requested by the Executive Directors and others within group
  • Screen and act on incoming phone calls
  • Maintain distribution contact and personnel lists
  • Coordinate functional processes such as invoicing and payments
  • Manage the administrative aspects of relationships with outside experts and vendors
  • Participate in department project teams
  • Provide backup support to additional department ACs
  • Update and maintain all dues, memberships, subscriptions, etc.
  • Manage individual and team calendars (Outlook)
  • Coordinate local and international meetings: arrange travel, expense reports, meeting arrangements, visitor accommodations
  • Organize meeting rooms, including logistics, catering and equipment needs
  • Prepare agendas and take action items and follow up on as required

Basic Qualifications:
  • Associate’s degree & 2 years of Administrative experience (OR)
  • High school diploma/GED & 4 years of Administrative experience

Preferred Qualifications:
  • Amgen experience and 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 and critical information
  • Advanced knowledge of MS Excel, PowerPoint, and Word (i.e., word processing, presentations, and spreadsheet skills) as well as SharePoint, SAP, and the Learning Management System at Amgen
  • 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

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