Administrative Coordinator

Thousand Oaks, CA, US
Mar 22, 2019
Required Education
Associate Degree
Position Type
Full time
The Administrative Coordinator (AC) will be primarily responsible for complex administrative support activities, supporting Executive Directors, Directors and other staff. The role of the Administrative Coordinator is to perform a variety of complex administrative support activities; to assist in report generation as requested; to facilitate tracking of deliverables and timelines as directed; and to manage the coordination of meeting logistics, minutes and other duties as assigned. This position will sit within the Center for Observational Research (CfOR) team which is a fast-paced, dynamic environment with a professional yet highly collegial atmosphere. The team works on multiple deliverables, often with quick turnaround while maintaining its sense of humor.

The position is responsible for the following key responsibilities:
  • Managing individual and team calendars and scheduling meetings (Outlook) including across multiple time zones
  • Coordinate functional processes such as invoicing & purchase orders
  • Coordinate local and international travel arrangements & preparing expense reports
  • Assisting with preparation of slide presentations
  • Assist with SharePoint site for the CfOR team
  • Performing administrative duties as assigned - maintaining distribution, contact and personnel lists
  • Managing departmental administrative files
  • Manage and coordinate department communications
  • Coordinating mailings and courier/deliveries
  • Managing the administrative aspects of relationships with outside experts and vendors
  • Coordinating local and international meetings: arrange travel, meeting arrangements, visitor accommodations
  • Organizing meeting rooms, including logistics, catering and equipment needs
  • Preparing agendas and taking action items as required
  • Organize and facilitate large on/offsite meetings including logistics (Guest Speaker presentations and other various meetings)
  • Assisting with special projects as requested by Executive Directors and others within group
  • Update and maintain all dues, memberships, subscriptions, etc.
  • Initiating/facilitating cross-functional team meetings and take meeting minutes
  • Timely registration for conferences, congresses, seminars, and internal meetings
  • Participating in department project teams
  • Provide backup support to additional department ACs

Basic Qualifications

Associate Degree and 2 years of Administrative experience


High School diploma/GED and 4 years of Administrative experience

Preferred Qualifications
  • Helpful, can-do attitude with a solution-oriented approach
  • Experienced and proficient with all current Amgen technologies and platforms
  • Polite and personable 'Team Player'
  • Amgen experience and 5+ years of experience in an administrative support role supporting large teams at different levels
  • Excellent written, verbal and presentation skills in communicating key business and critical information
  • Advanced knowledge of MS Excel, PowerPoint, and Word (i.e. work processing, presentations, and spreadsheet skills) as well as SharePoint, SAP, and the Learning Management System at Amgen
  • Experience providing administrative support to remote staff
  • Highly organized individual who enjoys problem solving and interacting with multiple cross-functional team members
  • Strategic thinker who likes to "think ahead" and anticipate solutions to logistical issues
  • Ability to work in a fast paced, deadline driven environment
  • Discretion in dealing with propriety information

Amgen is committed to unlocking the potential of biology for patients suffering from serious illnesses by discovering, developing, manufacturing and delivering innovative human therapeutics. This approach begins by using tools like advanced human genetics to unravel the complexities of disease and understand the fundamentals of human biology.

Amgen focuses on areas of high unmet medical need and leverages its expertise to strive for solutions that improve health outcomes and dramatically improve people's lives. A biotechnology pioneer since 1980, Amgen has grown to be one of the world's leading independent biotechnology companies, has reached millions of patients around the world and is developing a pipeline of medicines with breakaway potential.