Senior Administrative Assistant - Supply Chain

Company: Kite Pharma
Location: Santa Monica
Posted on: January 13, 2022

Job Description:

Job DescriptionEveryone at Kite is grounded by one common goal - curing cancer. Every single day, we seek to establish a direct line between that purpose and our day-to-day work. Would you like to join us in this mission?We have an exciting opportunity for a Senior Administrative Assistant who will provide support for Kite's Executive Directors Head of External Supply and Partnerships teams and Head of Global Strategic Sourcing & Procurement. We are looking for someone who can be forward-thinking and proactive in Kite's dynamic and fast paced organization. The incumbent will have exceptional administrative and organizational skills as well as excellent written and verbal communication skills. This position requires a confident and capable demeanor and strong interpersonal skills to interact effectively with all levels of employees across a variety of Kite and Gilead functions and external third-party suppliers and partners.Responsibilities of the Senior Administrative Assistant - Supply Chain include:Understand the goals and objectives of the entire departments to effectively manage the workload and independently resolve conflicts related to meeting multiple timelinesActively maintain the Executive Directors' daily calendar to anticipate scheduling issues, manage changes and resolve challengesCapture, collect, record, track and verify complex data and information from multiple sourcesManage workload involving multiple projects and timelinesTrack and reconcile department wide budgetsCreate graphs, charts, spreadsheets, presentations and drafts documents using Excel, Word and PowerPoint at an advanced levelSchedule all staff meetings and team meetings and work with the Executive Directors and other leadership team members to prepare agendasAssist in the orientation of new department staffPrepare, format and distribute memos, letters, reports, agendas and PowerPoint presentationsCreate and maintain organizational chartsPlan and submit travel instructions to travel agency, complete travel agendas including lodging, ground transportation, meetings, etc.Track expenses and file expense reports on behalf of executivesManage event planning, negotiate vendor contacts and collaborate with external agencies or organizations to coordinate activitiesSubmit invoices and ensure payment as neededEnsure that all work is completed with a high level of attention to detail and accuracyOther duties as assignedSchedule external third-party suppliers' and partners' meetings and support the coordination activities and publishing minutesBasic Qualifications:AA Degree with 1+ years of Administrative Coordination experienceORHigh School Degree with 2+ years of Administrative Coordination experiencePreferred Qualifications:Bachelor's degree preferredAdvanced Microsoft Office skills (Outlook, Word, PowerPoint and Excel)Ability to keep the big picture in mind and influence workflows accordinglyAbility to be flexible, proactive, highly organized and self-directedExcellent communication skills (verbally and writing)Demonstrated knowledge and understanding of administrative and office policies and proceduresExceptional professionalism to discretely handle confidential material, including confidential financial informationSuperb proofreading and editing skills of documentsDemonstrated ability to multi-task and prioritize workExceptional collaboration capabilities and demonstrated results working in teamsAbility to work in a fast paced and changing work environment with a positive dispositionDoes this sound like you? If so, please apply today!#IND123

Keywords: Kite Pharma, Santa Monica , Senior Administrative Assistant - Supply Chain, Administration, Clerical , Santa Monica, California