1+ months

Sr Administrative Assoc

Vacaville, CA

Provide timely, accurate, and effective high level administrative support to the Director of Materials Management and the Associate Director of Operational Excellence.   Additional support for management and individual contributors on the Materials Management team is required. 

Job Responsibilities


General Tasks

Manages complex calendars for Head of Materials Management and Operational Excellence. Responsible for all meeting logistics including agendas, minutes, action items, and plans off-site events on a regular basis. Makes complex travel arrangements, orders supplies, maintains filing systems, schedules interviews and assists with administrative support of other departments as needed.


Prepares executive presentations with a high attention to detail for both internal & external audiences.

Coordinate Headcount

Complete/maintain organizational charts, and review and align headcount as needed. Work with Real Estate Management to coordinate headcount changes for space planning purposes and track contactor/temp/intern totals.

Budget / Monthly Financials

Work with leadership team to develop rolling forecast for 3-year look ahead, and develop headcount projection summaries and justifications.  Collaborate with leadership team to input budget/forecast details for cost center and functional areas, review/analyze monthly financials, meet monthly with Directors to discuss any variances, submit monthly accruals, process p-card statements, submit invoices for payment, submit requests for purchase orders. 

Special Projects

Develops or is assigned a variety of projects by management as needed that vary in complexity.  Identifies project scope/stakeholders and leads project design and implementation.

Lead Administrative Professional Responsibilities

These responsibilities are to be attached to the appropriate existing job description for selected personnel.

Job Duties

Under the supervision of the Director of Materials Management the Lead Administrative Professional will:

  • Communicate personnel and procedural issues with Director.
  • Demonstrated ability to plan work accurately and handle multiple priorities (project management skills required).
  • Strong written and verbal communication skills to give direction and make group presentations.
  • Ability to interact with multi-disciplinary groups.
  • Advanced interpersonal skills with the ability to influence others in a positive, collaborative manner.
  • Demonstrated leadership capability in order to motivate others. 
  • Maintain a positive outlook and demonstrate composure under pressure. 
  • Assist in decision-making that will effect department while using expertise and logic. 
  • Encourage individualism & appreciation of different approaches to the same problem. 
  • Job Requirements


    High school diploma required, BA preferred with a minimum of 7 years of experience as an Administrative Assistant supporting a multi-level organization.


    Experience supporting senior management is required.  Demonstrated organizational abilities with a high attention to detail and strong communication/prioritization skills.  Solid experience with PC computer systems including Google and Microsoft Suite, and Visio is required.


    Knowledge/Impact       Applies comprehensive or specialized expertise to complex assignments within defined parameters. Requires excellent organizational skills. Requires solid understanding of Genentech and the functional organization being supported. Highly proficient in all administrative duties.  May require specialized skills in finance, computing or other technical skills.

    Complexity                  Solves a broad range of problems, makes a variety of decisions and sets priorities using considerable judgment. Balances multiple priorities without compromising attention to detail.

    Discretion/                   Participates in or leads completion of a variety of projects. Receives minimal

    Freedom to Act            direction on new assignments. Proactively coordinates activities. Applies independent discretion and delegates responsibilities as needed.

    Interaction                   Interactions frequently involve contacts outside the work group, functional organization/site and often involve complex or sensitive information; partners with oneâs supervisor and other staff to improve the efficiency of administrative processes. Highly skilled in writing and interpersonal communications including persuasion and influence, applies business/functional knowledge to enhance presentation materials.  May deliver group presentations and lead meetings.

    Collaboration   Works effectively by facilitating collaboration both within and across projects, functional areas and diverse employee groups. Engages stakeholders in decisions and planning that

    will impact them. Provides input and makes recommendations as appropriate and actively supports agreed upon goals in words and behavior.  Support implementing team goals and decisions through actions. Participates on the VLT Admin Team and provides leadership, communication and guidance to department level administrative teams.

Posted: 2018-12-14 Expires: 2019-02-14

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Sr Administrative Assoc

Vacaville, CA

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