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Senior Administrative Assistant - Supply Chain

Company: Kite Pharma
Location: Santa Monica
Posted on: January 15, 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 timelines
  • Actively maintain the Executive Directors' daily calendar to anticipate scheduling issues, manage changes and resolve challenges
  • Capture, collect, record, track and verify complex data and information from multiple sources
  • Manage workload involving multiple projects and timelines
  • Track and reconcile department wide budgets
  • Create graphs, charts, spreadsheets, presentations and drafts documents using Excel, Word and PowerPoint at an advanced level
  • Schedule all staff meetings and team meetings and work with the Executive Directors and other leadership team members to prepare agendas
  • Assist in the orientation of new department staff
  • Prepare, format and distribute memos, letters, reports, agendas and PowerPoint presentations
  • Create and maintain organizational charts
  • Plan 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 executives
  • Manage event planning, negotiate vendor contacts and collaborate with external agencies or organizations to coordinate activities
  • Submit invoices and ensure payment as needed
  • Ensure that all work is completed with a high level of attention to detail and accuracy
  • Other duties as assigned
  • Schedule 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 preferred
    • Advanced Microsoft Office skills (Outlook, Word, PowerPoint and Excel)
    • Ability to keep the big picture in mind and influence workflows accordingly
    • Ability to be flexible, proactive, highly organized and self-directed
    • Excellent communication skills (verbally and writing)
    • Demonstrated knowledge and understanding of administrative and office policies and procedures
    • Exceptional professionalism to discretely handle confidential material, including confidential financial information
    • Superb proofreading and editing skills of documents
    • Demonstrated ability to multi-task and prioritize work
    • Exceptional collaboration capabilities and demonstrated results working in teams
    • Ability 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, Professions , Santa Monica, California

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