Kite Pharma Hiring for Administrative Coordinator – Supply Chain Job at Santa Monica, CA Full Time

Job Description

Everyone at Kite is grounded by one common goal – curing cancer. Every single day, we seek to establish a direct line between that purpose and our day-to-day work. Would you like to join us in this mission?

We have an exciting opportunity for an Administrative Coordinator to support the Vice President of Supply Chain. We are looking for someone who can be forward-thinking and proactive in Kite’s dynamic and fast paced organization. The incumbent will have exceptional administrative and organizational skills as well as excellent written and verbal communication skills. This position requires a confident and capable demeanor and strong interpersonal skills to interact effectively with all levels of employees across a variety of Kite and Gilead functions. The Administrative Coordinator will also work and be comfortable with confidential and time sensitive information / legal documents.

Responsibilities of the Administrative Coordinator – Supply Chain include:

• Understand the goals and objectives of the entire department to effectively manage the work load and independently resolve conflicts related to meeting multiple timelines

• Actively maintain the Vice President’s daily calendar to anticipate scheduling issues, manage changes and resolve challenges

• Capture, collect, record, track and verify complex data and information from multiple sources

• Manage workload involving multiple projects and timelines

• Track and reconcile department wide budgets

• Create graphs, charts, spreadsheets, presentations and drafts documents using Excel, Word and PowerPoint at an advanced level

• Schedule all staff meetings and team meetings and work with the Vice President and other leadership team members to prepare agendas

• Assist in the orientation of new department staff

• Prepare, format and distribute memos, letters, reports, agendas and PowerPoint presentations

• Create and maintain organizational charts

• Plan and submit travel instructions to travel agency, complete travel agendas including lodging, ground transportation, meetings, etc.

• Track expenses and file expense reports on behalf of executives

• Manage event planning, negotiate vendor contacts and collaborate with external agencies or organizations to coordinate activities

• Submit invoices and ensure payment as needed

• Manage schedules and coordinate travel and logistics for the leadership team and its direct reports

• Prepares materials and presentations for meetings and set up rooms as needed

• Responsible for processing and completing expense reports

• Answers calls and assists in managing emails

• Provides general administrative support, including providing copies, maintaining files and updating shared files on the server

• Assists in coordinating interviews and greets candidates

• Assists with planning company and department events

• Ensure that all work is completed with a high level of attention to detail and accuracy

Basic Qualifications:

BA / BS Degree

OR

AA Degree with 2+ years of Administrative Coordination experience

OR

High School Degree with 3+ years of Administrative Coordination experience

Preferred Qualifications:

• Bachelor’s degree preferred

• 7+ years’ experience in an office or administrative role with 2+ years in a scientific organization (preferably in a biotechnology setting)

• Advanced Microsoft Office skills (Outlook, Word, PowerPoint and Excel)

• Ability to keep the big picture in mind and influence workflows accordingly

• Skilled in organizing and prioritizing competing time demands

• Demonstrated knowledge and understanding of administrative and office policies and procedures

• Exceptional professionalism to discretely handle confidential material, including confidential financial information

• Superb proofreading and editing skills of documents

• 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

Does this sound like you? If so, please apply today!

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