Administrative Associate I - Tailored Management

Job Title: Administrative Associate I
Location: South San Francisco,CA
Duration: 9 months contract
Hybrid- 3 days onsite

Job Description:
Role Overview
The Learning & Skill Development (LSD) Administrative Business Partner serves as the internal and external face/liaison between the team and leads coordination and execution of meetings with both internal and external stakeholders, manages communications for day-to-day operations, and plans small team events. This person is responsible for a variety of administration and operational activities, in order to ensure smooth operation of departmental activities. The position reports to the LSD Administrative Service Manager.

Key Accountabilities

• Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones
• Advanced knowledge of available IT systems (ex: cSuite, virtual collaboration tools)
• Manage relationships with internal and external stakeholders, often with a high level of confidentiality required
• Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)
• Manage scheduling meetings with external business partners. Oversee preparation and post-meeting needs
• Lead the planning & execution of internal meetings requiring webcasting, sophisticated technology, etc.
• Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)
• Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc
• Attend all internal meetings & assist in note-taking and/or action item follow up
• Draft email communications on behalf of manager, team, department, leader, etc
• Manage departmental gSites, Currents, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)
• Coordinate collecting and implementing feedback for communications when applicable
• Coordinate certain logistics of moves (space management), closely collaborate with administrative space planning lead
• Manage candidate/interview process (hosting candidate, collecting feedback, preparing hiring/promotion package for review committee, partnering with Talent Acquisition and Hiring Manager throughout the process)
• Manage administrative components and logistics of onboarding (ensure new hires have information for orientation, welcome events, new devices, etc.)
• Manage and plan team building events & workshops
• Keep up-to-date on available trainings and organize for team and/or other admins in dept
• Process and manage vendor/speaker engagements, contracts and payments, etc
• Define centralized office supplies process
• Autonomously maintain department org charts
• Lead, act and live our Operating Principles in all aspects of work
• Complies with all laws, regulations, policies and procedures that govern the conduct of activities LSD Functional Support:
• Support the LSD Sr. Director with any administrative duties (i.e. Calendar/Expenses/Travel/Offsites & Onsites, etc)
• Execute and maintain cohesive and effective administrative processes within LSD and its sub-functions in alignment with the LSD admin service level standards and shared services model
• Collaborate with Management and Business Partners to identify and standardize operational processes
• Coordinate and collaborate with other CMG Admin Teams as appropriate
• Identify and implement ongoing process improvement opportunities across LSD
• Participates in routine and ad hoc departmental meetings and other business reviews or meetings to remain, at all times, fully abreast and apprised of evolving business needs and requirements
• Expected to share best practices within the department and cross-functionally, identify and communicate ongoing opportunities for continuous improvement, training, learning and operational excellence
• Maintain and evolve (as driven by changing business requirements) department-specific systems, technologies, and tools such as knowledge management systems, intranet portal, communications platforms, etc.

Qualifications

• BS/BA degree or equivalent industry experience
• An average of 5-7 years related administrative, operations or project management experience
• Experience working with senior leaders/management
• Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members
• Collaborative, initiates and facilitates team development, ensures all relevant or useful information within the team is shared, works with different functions to achieve the best overall outcome
• Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information
• Demonstrates accuracy and attention to detail of own and other's work, communicates and ensures standards for accuracy and detail within the team
• Based on breadth of experience, skill and strategic context, makes decisions independently and with minimal need of external input/validation
• In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to provide instruction or training to others as needed
• Familiarity with organization strongly preferred