Senior Management Associate, PDC I2O

South San Francisco
California, United States of America


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The Position

Responsibilities:

Provide executive level administrative support to the Senior Vice President / Head of I2O. This role will frequently be required to make independent decisions, prioritize and problem solve without reliance on precedent or supervisory guidance. Close collaboration will be required with other departments and administrative colleagues and global admins. Management and handling of very sensitive and confidential information will be a key component to the role. It is also essential to be highly skilled in writing and communications, persuasion and positive influence of others.

The ideal candidate must have demonstrated the ability to handle confidential, complex and sensitive information, and the ability to establish administrative processes and procedures to assist the department with projects and tasks. The person in this role will be seen as a leader and mentor to the I2O administrative colleagues. Additionally, the Sr. Management Associate will provide a key partnership to the Senior Vice President / Head of I2O

Responsibilities will vary somewhat by assignment, but will likely include:

  • Maintaining heavy travel arrangements
  • When requested, assist in tracking and reporting departmental expenses
  • Typing, filing, scanning, preparing meeting materials or other departmental information
  • Helping on-board new team members and other activities
  • Strategic calendar management (including coordination and preparation of telepresence, videoconference, teleconference meetings and meeting materials)
  • Leading the I2O administrative team meetings to ensure alignment, awareness of new business processes, and foster a sense of community
  • Creating / editing presentations, spreadsheets and word documents, proofreading and compilation of special reports
  • Communicating in a courteous and professional manner with a variety of internal/external parties
  • Promoting teamwork within the organization by supporting other administrative team members
  • Taking a leadership position within the assigned function, including leading organizational activities, training or advising others, and leading special projects

Events/Meeting Planning & Travel Support:

  • As appropriate, develop and maintain functional calendar of events
  • Work with manager and other team members to establish meeting/event objectives, timing, attendees, agenda, and other aspects, such as venue, equipment, materials, catering, gifts (following employee gift policies), etc.
  • Schedule assigned meetings/events with appropriate attendees
  • Distribute agenda and other meeting materials to appropriate individuals
  • As appropriate and assigned, organize for speakers or other external attendees
  • Manage travel arrangements, including transportation, hotels, outings or other activities for senior management
  • Where applicable, manage meeting/event expense budgets to ensure costs stay within prescribed parameters
  • Help ensure all assigned meetings/events run effectively and efficiently
  • As requested, conduct follow-up to meetings/events for any required, further action item.

Additional Responsibilities:

  • Help manager and/or other team members manage functional expense budgets
  • Process incoming invoices and other receipts
  • Manage senior management expenses.  Includes administration, processing, tracking and reporting in applicable systems
  • Where assigned, track functional expenses in applicable systems
  • Where applicable, provide timely, accurate and thorough expense reporting  
  • As needed, conduct information searches and collate information for manager and/or other team members 
  • As assigned, help manager or other team members coordinate recruitment activities, such as scheduling candidate interviews, etc.
  • Work with manager, other team members and HR in on-boarding new team members, which may include managing new team member set-up, such as computer, office, contact information, etc.
  • As assigned, play a lead role in completing various other organizational activities, such as updating organizational information, business processes and other continuous improvements, training new team members, supporting management in communicating, cascading, measuring and reporting on team or departmental goals and progress, etc.
  • Provide assistance to other administrative team members, as required
  • When assigned, lead or otherwise participate in special departmental projects or other initiatives

Specific to current role:

  • Professionally and courteously represent the SVP to myriad global partners, executives, internal management and external contacts.
  • Represent SVP to entire I2O Org. Chart promoting “open door” policy.
  • Manage a high level of sensitive and confidential information with trust and discretion.
  • Partner with SVP’s Leadership Team, particularly I2O Business Management and Human Resources, to help ensure the full attainment of LT goals.
  • Possess the ability to exercise independent decisions and solve problems without relying on precedent or supervisory review.
  • Possess extensive skill in all aspects of written and interpersonal communication.
  • Lead and/or participate in cross-functional projects.
  • Help to organize, lead and mentor the PDC I2O Admin Team (e.g., monthly meetings, action items, team builders and workshops, team goals)

Qualifications:

  • A minimum of ten years administrative experience with success in working with senior leaders is required.
  • Executive assistant skills/background or equivalent with experience supporting high-level senior management or equivalent work experience in a fast paced, complex environment.
  • Must be a self-starter who is proactive, and able to prioritize and work in a collaborative team environment with minimal supervision.
  • Demonstrated ability to resolve problems and handle complex issues using sound judgment.
  • Excellent interpersonal skills, enjoys helping others.
  • Demonstrated strong organizational abilities and a high attention to detail
  • Demonstrated strong communication capability Flexibility required to succeed interacting at the executive level in a dynamic organization; ability to remain calm under pressure.
  • Able to work under pressure while maintaining focus and positive attitude
  • Highly proficient in complex gCal calendaring, gMail, PowerPoint, Word and Excel, Concur and should be MAC savvy.

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Who We Are

A member of the Roche Group, Genentech has been at the forefront of the biotechnology industry for more than 40 years, using human genetic information to develop novel medicines for serious and life-threatening diseases. Genentech has multiple therapies on the market for cancer & other serious illnesses. Please take this opportunity to learn about Genentech where we believe that our employees are our most important asset & are dedicated to remaining a great place to work.

The next step is yours. To apply today, click on the "Apply online" button.

Genentech is an equal opportunity employer & prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital & veteran status. For more information about equal employment opportunity, visit our Genentech Careers page.

At Genentech, we share salary ranges with applicants during the recruiting process, if requested. Third party salary estimates may not be accurate or up-to-date.


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