Admin Coordinator AFP

Location: Thousand Oaks, CA
Date Posted: 05-09-2018
Nice to have:
  • Experience supporting multiple individuals
  • Previous Amgen experience
  • Experience tracking action items and calendaring

Day to Day Responsibilities:
  • Manage calendars and schedule meetings
  • Coordinate with internal governance groups to ensure appropriate GHE representation on an agenda driven basis
  • Prepare agendas and take action items
  • Organize meeting rooms, including logistics, catering and equipment needs
  • Coordinate local and international meetings: arranging travel, meeting arrangements and visitor accommodations
  • Make travel arrangements and prepare expense reports for GHE staff Order office supplies
  • Arrange purchase orders
  • Manage departmental administrative files
  • Responsible for taking, transcribing, and distributing meeting minutes, project tracking (i.e. budget, database, timelines)
  • Provide backup support to other department Administrative Coordinators
  • Assisting supervisor in coordination of management issues, (i.e., focal reviews, goals and department/staff goals and objectives)
  • Ability to interact with outside vendors and various levels of management Assist with special projects

Summary:

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.

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
  • MS Outlook, Word, Excel, and PowerPoint in an office setting.

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