Administrative Associate II

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Job description

Job Title: Administrative Associate II

Location: South San Francisco, CA

Duration: 12+ months contract

This is position is preferred onsite but the manager is open to hybrid (3 days onsite).

Job description:

Role Overview
The Learning & Skill Development (LSD) Administrative Business Partner serves as the internal and external face/liaison between the team and leads coordination and execution of meetings with both internal and external stakeholders, manages communications for day-to-day operations, and plans small team events. This person is responsible for a variety of administration and operational activities, in order to ensure smooth operation of departmental activities. The position reports to the LSD Administrative Service Manager.

Key Accountabilities

Highly skilled in Google Suite and manage shared team drives and complex scheduling

requests, potentially across multiple time zones

Advanced knowledge of available IT systems (ex: cSuite, virtual collaboration tools)

Manage relationships with internal and external stakeholders, often with a high level of

confidentiality required

Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)

Manage scheduling meetings with external business partners. Oversee preparation and

post-meeting needs

Lead the planning & execution of internal meetings requiring webcasting, sophisticated

technology, etc.

Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)

Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc

Attend all internal meetings & assist in note-taking and/or action item follow up

Draft email communications on behalf of manager, team, department, leader, etc

Manage departmental gSites, Currents, websites, newsletters, etc. (collect content,

distribute information, oversee maintenance)

Coordinate collecting and implementing feedback for communications when applicable

Coordinate certain logistics of moves (space management), closely collaborate with

administrative space planning lead

Manage candidate/interview process (hosting candidate, collecting feedback, preparing

hiring/promotion package for review committee, partnering with Talent Acquisition and

Hiring Manager throughout the process)

Manage administrative components and logistics of onboarding (ensure new hires have

information for orientation, welcome events, new devices, etc.)

Manage and plan team building events & workshops

Keep up-to-date on available trainings and organize for team and/or other admins in

dept

Process and manage vendor/speaker engagements, contracts and payments, etc

Define centralized office supplies process

Autonomously maintain department org charts

Lead, act and live our Operating Principles in all aspects of work

Complies with all laws, regulations, policies and procedures that govern the conduct of

activities

LSD Functional Support:

Support the LSD Sr. Director with any administrative duties (i.e.

Calendar/Expenses/Travel/Offsites & Onsites, etc)

Execute and maintain cohesive and effective administrative processes within LSD and

its sub-functions in alignment with the LSD admin service level standards and shared

services model

Collaborate with Management and Business Partners to identify and standardize

operational processes

Coordinate and collaborate with other CMG Admin Teams as appropriate

Identify and implement ongoing process improvement opportunities across LSD

Participates in routine and ad hoc departmental meetings and other business reviews or

meetings to remain, at all times, fully abreast and apprised of evolving business needs

and requirements

Expected to share best practices within the department and cross-functionally, identify

and communicate ongoing opportunities for continuous improvement, training, learning

and operational excellence

Department Operations:

Maintain and evolve (as driven by changing business requirements) department-specific systems, technologies, and tools such as knowledge management systems, intranetportal, communications platforms, etc.

Qualifications

BS/BA degree or equivalent industry experience

An average of 5-7 years related administrative, operations or project management

experience

Experience working with senior leaders/management

Ability to multitask, prioritize and execute tasks independently. May assist in the

coordination of work flow among team members

Collaborative, initiates and facilitates team development, ensures all relevant or useful

information within the team is shared, works with different functions to achieve the best

overall outcome

Ability to handle and exercise judgment and discretion concerning sensitive, confidential

and proprietary information

Demonstrates accuracy and attention to detail of own and other's work, communicates

and ensures standards for accuracy and detail within the team

Based on breadth of experience, skill and strategic context, makes decisions

independently and with minimal need of external input/validation

In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools

(including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to

provide instruction or training to others as needed

Familiarity with organization strongly preferred

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