Executive Administrative Assistant

Job Description

Everyone at Kite is grounded by one goal – curing cancer. Every single day, we seek to establish a direct line between that purpose and our day-to-day work. Join us in our mission!

We are seeking a highly motivated individual to join us as an Executive Administrative Assistant to support the VP of Quality and the Corporate Quality Assurance group. You will manage a wide range of support functions in a fast-paced environment. You will be a key member of the team and like everyone on the team you may be asked to jump in to assist in areas outside of your primary responsibilities. There is an opportunity for enlarging responsibilities to include budget oversight, portfolio tracking, and others.

Responsibilities:

• Manage calendars and meeting schedules in different time zones using MS Outlook
• Assist with planning department meetings and events including support for agendas and meeting minutes, setting up rooms, and managing meeting attendees
• Coordinating with other company administrative professionals as needed, including those supporting other senior leaders and Kite Executive Team
• Prepare materials and PowerPoint presentations for meetings and external events
• Coordinate domestic/international travel and logistics
• Process and complete expense reports in Concur in a timely matter
• Provide support and process invoices using Oracle EBS
• Assist HR and hiring manager in coordinating interviews and greeting candidates
• Provide general administrative support, including preparing various corporate documents utilizing MS Word, PowerPoint, Excel, MS Teams, and Visio, maintaining files and updating shared files on SharePoint and MS Teams
• May be asked to assist with tracking departmental budget
• Occasional assistance with team event planning
• Additional projects in support of broader Commercial & Corporate Quality initiatives
• Other duties as assigned

Basic Qualifications

Master’s Degree and 2+ years’ experience in an administrative role supporting a Director or VP level and above OR

Bachelor’s Degree and 4+ years’ experience in an administrative role supporting a Director or VP level and above OR

AA Degree and 5+ years’ experience in an administrative role supporting a Director or VP level and above OR

High School Degree and 6+ years’ experience in an administrative role supporting a Director or VP level and above

Preferred Qualifications:

• Self-motivated with a strong sense of ownership in areas of responsibility
• High degree of professional ethics and integrity, with great attention to detail
• General knowledge and understanding of office policies and procedures
• Excellent verbal, written and interpersonal skills with ability to effectively communicate and partner with all levels of the organization
• Advanced knowledge and experience with MS Office including Outlook, Word, PowerPoint and Excel, and other common software such as Adobe Acrobat
• Ability to adapt in a constantly evolving environment
• Ability to multi-task and appropriately triage a heavy workflow, setting appropriate priorities and delivering results efficiently
• Ability to work independently and as part of a team
• Exercise mature and reliable judgment while enjoying the company's enthusiastic, informal, and fast-paced environment
• Previous experience within a pharmaceutical or biotech environment
• Tech savvy with experience using Zoom and SharePoint
• Ability for occasional travel between local sites in El Segundo and Santa Monica
• Experience with Concur and Oracle EBS