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Administrative Coordinator (Research Development and Manufacturing Center)

United States - California - Santa MonicaAdministrative SupportRegular

Job Description

Kite is a cell therapy company that is focused on providing patients with highly effective, life-saving therapies.  We have two commercial products, Yescarta® and Tecartus®, along with a robust pipeline of various autologous and allogeneic clinical programs.          

We are seeking a very experienced Administrative Coordinator to support the Vice President (VP) and Site Head of our Clinical Manufacturing Operations in Santa Monica.  Kite is a dynamic and fast paced organization where you will provide administrative support the VP while working collaboratively with the other Technical Operations and Leadership Team administrative coordinators to achieve the goals of Kite. The ideal candidate will be flexible, proactive, a critical thinker and resourceful with a high level of professionalism and confidentiality is crucial to this role. 

Responsibilities:

  • Manage calendars within MS Outlook
  • Manage schedules and coordinate travel and logistics
  • Responsible for processing and completing expense reports
  • Assist HR and hiring manager in coordinating interviews, greeting candidates and onboarding
  • Project Manage and provide support preparing various corporate documents utilizing software such as MS Word, PowerPoint, and Excel for leadership meetings
  • Support Clinical Operations Leadership Team and department Staff meetings – including research of relevant topics, set up rooms, including AV support, for Executive and attendees
  • Provide general administrative support, including providing copies, maintaining files, and updating shared files on the server
  • Manage Org charts
  • Source, arrange, and facilitate Live Webinars for Learning and Development for all of Tech Ops on work related topics
  • Assist in budget cycles
  • Assist with SharePoint, MS Teams and Smartsheets

Basic Qualifications:

  • Bachelor’s Degree and OR
  • AA Degree and 2+ years’ experience in an administrative role supporting an Executive Director or VP level OR
  • High School Degree and 3+ years’ experience in an administrative role supporting an Executive Director or VP level

Preferred Qualifications

  • Previous experience within a pharmaceutical or biotech environment
  • Experience working in a team environment with other administrative assistants
  • Exceptional attention-to-detail with the ability to meet aggressive deadlines
  • Skilled in organizing and prioritizing competing time demands
  • Excellent written and verbal communication skills with ability to effectively communicate and partner with all levels of the organization
  • Expertise working in MS Office (Word, Excel, PowerPoint) and managing multiple calendars within MS Outlook
  • Experience with Concur preferred
  • Ability to adapt in a constantly evolving environment
  • Self-motivated with a strong sense of ownership in areas of responsibility
  • Understanding of the importance of confidentiality and discretion