Senior Executive Assistant

Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

Join Amgen's Mission of Serving Patients

At Amgen, if you feel like you're part of something bigger, it's because you are. Our shared mission-to serve patients living with serious illnesses-drives all that we do.

Since 1980, we've helped pioneer the world of biotech in our fight against the world's toughest diseases. With our focus on four therapeutic areas -Oncology, Inflammation, General Medicine, and Rare Disease- we reach millions of patients each year. As a member of the Amgen team, you'll help make a lasting impact on the lives of patients as we research, manufacture, and deliver innovative medicines to help people live longer, fuller happier lives.

Our award-winning culture is collaborative, innovative, and science based. If you have a passion for challenges and the opportunities that lay within them, you'll thrive as part of the Amgen team. Join us and transform the lives of patients while transforming your career.

Senior Executive Assistant to VP of Research and Development Quality

What you will do

Let's do this. Let's change the world. In this vital role you will be responsible for performing senior level administrative support activities for aligned leaders within the Global Quality organization, including Vice President (VP) Research and Development Quality as well as the Associate Vice President (AVP) within R&D Quality. This position will also provide support as warranted to the R&D Quality Leadership Team. The Senior Executive Assistant's work assignments are complex in nature and require absolute discretion as well as considerable tact, judgment, creativity, and initiative. The Senior Executive Assistant must be able to manage several priorities in a continually changing environment.

Specific responsibilities include coordinating workflow by reviewing email and other correspondence and determining importance prior to distributing to the executive; screening and directing incoming calls/ correspondence/ visitors including health authorities and answering certain questions and furnishing certain types of information on behalf of VP. The Senior Executive Assistant directs work to the VP's direct reports where appropriate; this requires knowledge of the organizational structure and responsibilities of each of the VP's direct reports.

Key aspects of this position include:

Effectively managing the calendar and domestic and international travel arrangements against dynamic business requirements

Preparing the VP with pre-read and briefing documents in advance of daily meetings and appointments

Reviewing, prioritizing, and flagging high priority communications (e-mails and documentation) for timely and appropriate response

Reviewing the calendar and assuring there is planning and lead up to key meetings

Timely and efficient processing of expense reports

Managing logistics and performing key tasks for a variety of business meetings (senior leadership team meetings/dinners, on sites, all staffs), including preparing agendas, meeting materials/business documents, and presenters, and tracking action items

Supporting communication activities and tools (issuing key communications/announcements on behalf of VP, distribution list creation and maintenance, RDQ SP/MS teams access maintenance, managing meeting recordings)

Reporting on the status of assignments

Interpreting and relaying pertinent issues related to the day-to-day business

Acting as a liaison between the VP's peers and groups under the responsibility of the VP, and building strong working relationships with Global Quality (GQ), Corporate Research &Development, Office of the Chief Medical Office Organization (OCMO), ATMOS, Compliance and other Amgen groups which support the VP's office

Tracking and monitoring Corporate Training progress and compliance

Backing up other administrative assistants IN GQ when they are out of the office

Additional support activities include independently preparing and assisting VP in coordination of management issues, (i.e., annual reviews, organization/department/staff goals and objectives).

This will be a hybrid position: the Senior Executive Assistant will work primarily from home but will be expected to work from the Thousand Oaks campus when the VP and or health authorities is onsite.

Additional Qualifications/Responsibilities

What we expect of you

We are all different, yet we all use our unique contributions to serve patients. The administrative professional we seek is a proactive and meticulous individual with these qualifications.

Basic Qualifications:

Associate's degree and 4 years of administrative support experience OR

High school diploma / GED and 6 years of administrative support experience

Preferred Qualifications:

Bachelor's Degree

10 years of administrative support experience with at least 5 of those years supporting an executive level leader.

Demonstrated proactive thinking and anticipation of business needs and requirements.

Demonstrated knowledge of computer software (e.g., word processing, graphics, presentations), excellent communication skills (verbal and written), and excellent phone etiquette.

Detail oriented.

Interpersonal skills to effectively grow and maintain professional relationships, partner with colleagues, and achieve required business outcomes.

Discretion and ability to manage confidential information.

Demonstrated strong abilities in prioritizing, organizing, and managing multiple tasks to meet deadlines and priorities, tracking, and reporting the status of assignments and activities, and resolving problems with limited oversight.