Administrative Coordinator (Human Resources)

Thousand Oaks, CA, US
Apr 16, 2019
Required Education
Associate Degree
Position Type
Full time
The Administrative Coordinator (AC) will be primarily responsible for complex administrative support activities including supporting the US Commercial (USBO) Human Resources team (1 Exec Director, 3 HRBPs).

The position is responsible for the following key responsibilities:
  • Manage multiple and/or complex calendars, coordinate domestic/international travel arrangements, and scheduling meetings (Outlook) including across multiple time zones
  • Managing complex administrative support activities, which include preparing and processing complex material/reports/forms using a wide variety of Microsoft Office software and features
  • Assisting with the coordination of team meetings, broad employee communications, goals tracking, and information control/management
  • Planning and organizing work to ensure accurate and logical organization of files/documents/records, ensure effective control of forms, and control confidentiality of files as necessary
  • Coordinating onsite/offsite meetings, leading administrative projects, providing management with status/activity reports, and selecting appropriate format for presentations
  • Responsible for taking, transcribing, and distributing meeting minutes, project tracking (i.e. budget, database, timelines), as well as demonstrating the ability to interact with outside vendors and various levels of management
  • Responsible for providing direction/mentoring to other ACs, participating in interviewing ACs for department, facilitating meetings, and/or assisting with special projects as requested by supervisor
  • Responsible for working closely with Sales Incentive Programs/Legal/Staff Relations to determine eligibility for sales incentive awards and ensure compliance to SOP.
  • Provides close advice/support to other USBO administrative teams on HR systems (e.g. Workday), and HR programs (e.g. Staff Disaster Relief Fund)
  • Provides vacation/illness back-up support to USBO Executives and GCO Executives.
  • Coordinating functional processes such as invoicing & purchase orders
  • Assisting in management of department/team budget
  • Assisting with preparation of presentations and meeting agendas
  • Maintaining distribution, contact and personnel lists
  • Managing the administrative aspects of relationships with outside experts and vendors
  • Participating in department project teams
  • Organizing meeting rooms, including logistics, AV, catering and equipment needs
  • Preparing agendas and taking action items as required
  • Assisting with special projects as requested by the Leadership Team and others within the group
  • Timely registration for conferences, congresses, seminars, and internal meetings/workshops
  • Arranging ancillary meetings during major conferences
  • Ordering office supplies as requested
  • Coordinating mailings and courier/deliveries
  • Performing administrative duties as assigned

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
  • Polite and personable 'Team Player'
  • Experienced and proficient with all current Amgen technologies and platforms (including but not limited to Outlook, Word, Excel, PowerPoint, MS Teams, MyBuy, SAP, C3, Skype, Concur)
  • Amgen experience and 5+ years of experience in an administrative support role supporting large teams at different levels
  • Excellent organizational skills and ability to manage multiple calendars including coordination across multiple time zones
  • Outstanding written, verbal and presentation skills in communicating key business and critical information
  • Ability to liaise with cross-functional team members and effectively communicate with internal and external business partners
  • 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
  • Excellent travel and meeting planning skills
  • Ability to prioritize projects of greater urgency and importance under pressure
  • Calm under pressure
  • Bachelor's degree
  • Experience working in biopharma industry

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.