Administrative Coordinator - Thousand Oaks CA

Administrative Coordinator

Let's do this. Let's change the world. In this vital role you will provide comprehensive and high-level administrative support to Associate VP, Executive Directors and cross-functional teams within the Drug Product Organization. This role requires exceptional organizational skills, strong attention to detail, and the ability to handle multiple priorities in a fast-paced, dynamic environment. The AC will partner closely with internal stakeholders and external collaborators to ensure seamless operations and efficient coordination of departmental activities.

Manage complex calendars for multiple Executive Directors, with a focus on efficient time utilization, resolution of scheduling conflicts, and appropriate executive representation at required forums across multiple time zones.

Coordinate business travel logistics, including flights, hotels, ground transportation, and timely processing of expense reports.

Support preparation and scheduling for programs and meetings owned by multiple executives, including recurring meetings, all-staff meetings, and other large forums.

Coordinate logistics for large meetings, including room setup, AV support, catering, and related onsite or virtual meeting needs.

Prepare and coordinate team communications, including new-hire announcements and other business updates.

Manage and support special projects, event coordination, and team-building activities in both virtual and face-to-face settings.

Maintain accurate and current distribution lists.

Maintain accurate and current organizational charts.

Order office supplies and manage related purchasing activities through MyBuy or other approved systems, as needed.

Schedule interviews and coordinate related logistics, as needed.

Demonstrate proficiency in established office technology platforms, including Outlook, Microsoft Teams, Concur, MyBuy, and SharePoint, with a demonstrated interest in adopting emerging AI tools, such as ChatGPT, to improve efficiency, communication, and administrative workflows.

Manage multiple priorities effectively in a fast-paced, dynamic environment.

Maintain the highest standards of confidentiality, integrity, and discretion in handling sensitive information.

Serve as a member of the Drug Product Technologies (DPT) administrative team, working closely with the DPT Executive Assistant to manage administrative tasks and provide backup support as needed.