Office Administrator

The Position

The Opportunity:

The Office Administrator will be principally accountable for managing all
Administrative and business support needs within Genentech’s Washington, DC office location, supporting PA&A and other Genentech employees that are assigned to the office location, as well as internal and external visitors. Accountabilities include (but are not limited to), reception services, complex calendaring, event support/planning, visitor support (including USLT, GEC,
and CEC level), vendor/building management, offsite support, security/access coordination, and team engagement.

With the sensitive nature of our work, this position will work closely with Security colleagues in our fundamental responsibility of protecting our people, products, and pipeline by ensuring safe, appropriate, and authorized access to our office suite. This position requires an individual with impeccable integrity and the ability to handle sensitive and confidential information with
outstanding judgment.

Job Responsibilities:

● Manage office operations, including coordination with building management, security, and PA&A leadership
● Handle all guest and employee interactions with the highest level of professionalism and customer service mindset to ensure we are always exceeding expectations.
● Manage reception area operations, including managing the visitor’s log, greeting guests, collecting incoming mail, shipping outgoing mail, validating parking, receiving packages and shipments, and answering phones
● Manage scheduling of conference rooms with both internal and external stakeholders (onsite, offsite, live or virtual)
● Troubleshoot and manage IT, building, and Site Services requests
● Order and maintain office supplies (e.g., copy room and kitchen resources)
● Manage purchase orders, invoices, payment tracking, and vendor maintenance
● Oversee new hire logistical onboarding (e.g., acquire security fobs and parking passes as needed)

● Support the planning and execution of department or office staff meetings, meeting logistics including agenda creation/distribution, meeting materials, catering, room set-up, etc.
● Manage communications for day-to-day office operations, including changes in policies,
processes, department reminder and team agreements
● Plan and coordinate office events (employee engagement, community-driven, informal)
● Serve as the internal and external face/liaison between the team and Genentech, acting appropriately and professionally
● Possess a general knowledge of available Genentech IT systems such as cSuite, virtual conference tools, etc
● Contribute to a team culture of innovation, enterprise-level thinking, collaboration, and impact
● Provide administrative business support to PA&A teams and departments (based on business need), including but not limited to calendering, contracting, event support, and expense reporting.

Who you are:

● High school diploma and equivalent industry experience preferred
● An average of 3-5 years related administrative, operations or project support experience (experience gained in the pharmaceutical/biotechnology industry is preferred)
● Ability to handle routine and impromptu assignments with minimal supervision
● Ability to handle and exercise judgment and discretion concerning sensitive, confidential, and proprietary information
● Demonstrates accuracy and attention to detail of own and others' work
● Confident operating within a well-defined job scope and a shared decision-making process
● In-depth knowledge of Microsoft Office (PowerPoint, Excel and Word), cSuite Tools Ad(including Gmail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM)
● Must demonstrate outstanding office management and administrative capabilities with a proven record of meeting defined objectives and goals.
● Outstanding time management, organizational, and project management skills, as evidenced through past performance, track record and results.
● Strong attention to detail in the creation/editing of department materials and specific proficiencies in the production of documents, presentations and spreadsheets.
● Strong communication skills, both written and verbal. Communicates clearly, concisely, thoroughly and promptly with internal and external partners/stakeholders
● Outstanding partnering skills. Works collaboratively, effectively, and efficiently with internal and external partners to meet the goals and objectives of the department.
● The candidate must be a motivated individual who can demonstrate a proactive approach and an ability to streamline and reduce unnecessary administrative or operational burdens for the team.
● Strong organizational and project coordination skills with a willingness to take initiative.
● Display professionalism in all internal and external endeavors.
● Familiarity with the Genentech organization preferred

Core Competencies: Teamwork and Collaboration, Communication, Achieving Results

Must exhibit core values: Trust, Transparency, Collaboration, and Respect

Note: Based on the external-facing nature of the position, this role is expected to be in-person Monday through Friday during regular business hours.

Relocation benefits are not available for this job posting.
 

The expected salary range for this position, based on the primary location of Washington, DC, is $ 67,800 - $ 125,800 of hiring range.  Actual pay will be determined based on experience, qualifications, geographic location, and other job-related factors permitted by law.  A discretionary annual bonus may be available based on individual and Company performance.  This position also qualifies for the benefits detailed at the link provided below.

Benefits

Genentech is an equal opportunity employer. It is our policy and practice to employ, promote, and otherwise treat any and all employees and applicants on the basis of merit, qualifications, and competence. The company's policy prohibits unlawful discrimination, including but not limited to, discrimination on the basis of Protected Veteran status, individuals with disabilities status, and consistent with all federal, state, or local laws.

If you have a disability and need an accommodation in relation to the online application process, please contact us by completing this form Accommodations for Applicants.