Administrative Assistant

Site Name: USA - California - San Francisco Posted Date: Nov 23 2021 Are you looking for an administrative support role that enhances your project management experience and allows you to support senior leadership in a global environment? If so, this Office Coordinator role could be an exciting opportunity to explore. Under the direction of the R&D Chief of Staff, this role will provide administrative support to the Office of the Chief Scientific Officer and President, R&D. In addition, this individual will manage the GSK office in South San Francisco (SSF) to ensure organizational effectiveness, efficiency and safety. This role will provide YOU the opportunity to lead key activities to progress YOUR career, these responsibilities include some of the following… Provide administrative support to the R&D Chief of Staff (SSF located) and the Senior Executive Assistant to Chief Scientific Officer and President, R&D (east Coast located). Greet visitors and screen incoming calls to the GSK office in South San Francisco and determine the level of priority while using discretion in dispensing information. Support the Senior Executive Assistant in planning and arranging meetings and conference calls, ensuring appropriate technical arrangements are in place and all necessary information is distributed to all participants in advance. General administration and ad-hoc administrative support to visiting members of RDLT and the South San Francisco-based team. Expense Management - processing invoices and T&E expense claims per guidelines for Chief Scientific Officer and President, R&D and Chief of Staff, R&D. Cover the duties of the Senior Executive Assistant to Chief Scientific Officer and President, R&D in his absence. Coordinate all aspects of the GSK office in South San Francisco, including but not limited to liaising with Facilities (Engineering, Site Services and Environmental Health, Safety and Sustainability (EHS&S)) to plan and execute the facilities and infrastructure of the site. This includes managing relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time. Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems including the procurement of office supplies and materials. Organize orientation and training of new staff members. Responsible for ensuring office financial objectives are met by preparing annual budget for the office and planning expenditures. Why You? Basic Qualifications: We are looking for professionals with these required skills to achieve our goals: 4+ years experience as an executive assistant supporting one or more senior executives (SVP level) and/or as an office manager. 4+ years advanced level experience in computer software applications (Word, Excel, Power Point) 4+ years of experience handling administrative systems (procurement, reimbursement), business systems (Team Sites, websites, effort tracking, eSP, CERPS), and communications (electronic and non-electronic). Preferred Qualifications: If you have the following characteristics, it would be a plus: Ability to manage diverse routine and ad-hoc projects simultaneously using independent judgment and initiative. Excellent interpersonal skills, able to project a competent, confident and professional image of the department to internal and external petitioners and stakeholders. Excellent time management skills. Strong collaborative and interpersonal skills that help build and maintain effective relationships at all levels. Demonstrate team working ability and approachable at all times. Experience dealing with confidential information and exerting independent judgment with escalation of serious or unique problems to higher levels. Excellent writing skills to effectively manage complex internal and external correspondence as required. Good attention to detail and accuracy. *LI-GSK Why GSK? Our values and expectations are at the heart of everything we do and form an important part of our culture. These include Patient focus, Transparency, Respect, Integrity along with Courage, Accountability, Development, and Teamwork. As GSK focuses on our values and expectations and a culture of innovation, performance, and trust, the successful candidate will demonstrate the following capabilities: Operating at pace and agile decision-making - using evidence and applying judgement to balance pace, rigour and risk. Committed to delivering high quality results, overcoming challenges, focusing on what matters, execution. Continuously looking for opportunities to learn, build skills and share learning. Sustaining energy and well-being Building strong relationships and collaboration, honest and open conversations. Budgeting and cost-consciousness If you require an accommodation or other assistance to apply for a job at GSK, please contact the GSK Service Centre at 1-877-694-7547 (US Toll Free) or +1 801 567 5155 (outside US). GSK is an Equal Opportunity Employer and, in the US, we adhere to Affirmative Action principles. This ensures that all qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class. At GSK, the health and safety of our employees are of paramount importance. As a science-led healthcare company on a mission to get ahead of disease together, we believe that supporting vaccination against COVID-19 is the single best thing we can do in the US to ensure the health and safety of our employees, complementary workers, workplaces, customers, consumers, communities, and the patients we serve. GSK has made the decision to require all US employees to be fully vaccinated against COVID-19, where allowed by state or local law and where vaccine supply is readily available. The only exceptions to this requirement are employees who are approved for an accommodation for religious, medical or disability-related reasons. Important notice to Employment businesses/ Agencies GSK does not accept referrals from employment businesses and/or employment agencies in respect of the vacancies posted on this site. All employment businesses/agencies are required to contact GSK's commercial and general procurement/human resources department to obtain prior written authorization before referring any candidates to GSK. The obtaining of prior written authorization is a condition precedent to any agreement (verbal or written) between the employment business/ agency and GSK. In the absence of such written authorization being obtained any actions undertaken by the employment business/agency shall be deemed to have been performed without the consent or contractual agreement of GSK. 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