South San Francisco, California
We are seeking an exceptionally organized, motivated, professional self-starter to provide a complex range of high-level administrative support to a Vice President, Senior Staff, and Department Staff. The candidate will have primary responsibility for members of the Infectious Diseases and Host-Microbe Interactions groups and will partner with other Management Associates within closely-related functions.
The successful candidate will anticipate, determine, and fulfill the Vice President’s support needs in a proactive and seamless manner. They will have excellent and professional interpersonal and communication skills and experience in multi-tasking, prioritization, organization, problem-solving, and working independently. The candidate will display excellent judgment and discretion regarding sensitive/confidential and proprietary information. The candidate will be an important contributor to organizational and corporate goals to ensure the smooth daily operation of the department.
Who you are:
Calendaring: Daily heavy calendar management for the Vice President. Proactively manage the Vice President’s busy schedule including prioritizing continuous internal and external meeting requests, recurring leadership meetings, and a steady stream of 1:1s to ensure the streamlined operations of the Department.
Guest Speaker Program Coordination: The Department hosts a robust guest speaker program which requires administrative support to provide consistent external facing, high level and professional communication to outside organizations while interfacing with guest speakers who are top professionals in their fields. Partner with Senior Staff to coordinate the overall guest speaker program. Coordinate and schedule the candidate visits including seminars, roundtable discussions and 1:1s.
Interview Scheduling and Candidate Coordination: The department headcount has also grown tremendously and continues to increase, requiring a significant amount of candidate coordination, for staff positions and future leadership roles, as well as an increased overall headcount to support. Coordinate and arrange (virtual or in-person) candidates including scheduling the interviews, making travel arrangements, and processing expenses. Support Hiring Mangers with collecting recommendation and evaluation materials and preparing packages for approval committees.
Meeting Planning (on campus and off site): Coordinate and schedule for recurring department meeting series, onsite and offsite meetings, team meetings, and other high-level meetings or events. Coordinate catering for meetings, manage internal and external catering vendors.
Contracts/Purchase Orders: Support the Vice President and other team members with external vendor contracting, purchase order set up, and review and processing of invoices.
Expense Reporting and Purchasing: Support the Vice President and Senior Staff in compiling, completing, and processing expense reports. Manage company purchasing credit card for the department and reconcile purchases in a timely manner.
Travel: Coordinate and schedule travel for Vice President. This will include making airline, hotel and ground transportation arrangements via the corporate travel website (post COVID).
Genentech, a member of the Roche group and founder of the biotechnology industry, is dedicated to pursuing groundbreaking science to discover and develop medicines for people with serious and life-threatening diseases. To solve the world's most complex health challenges, we ask bigger questions that challenge our industry and the boundaries of science to transform society. Our transformational discoveries include the first targeted antibody for cancer and the first medicine for primary progressive multiple sclerosis.
Diversity and Inclusion (D&I) are critical to the success of our company and our impact on society. We believe that by championing diversity of background, thought and experience, we can foster a sense of belonging and provide an environment where every employee feels valued, included, and able to contribute their best for the patients we serve. We’re focused on attracting, retaining, developing and advancing our people to their full potential by rewarding bold ways of thinking and integrating inclusive behaviors into every aspect of our work.
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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.
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