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Executive Coordinator

Job Description

Executive Coordinator

BCforward is currently seeking highly motivated Executive Coordinator in South San Francisco, CA 94080.

Job Title: Executive Coordinator
Location: South San Francisco, CA 94080
Expected Duration: 6 months contract
Shift: 8 am to 5 pm

Position Overview:
The Executive Coordinator (EC) will provide operational and group administration activities to support Customer Engagement leadership teams by anticipating, determining, and fulfilling stakeholder needs in a proactive, well-organized, and customer-oriented manner. The EC will play a key role in handling logistics and overseeing events, community outreach, culture building, communication, and meeting coordination for Customer Engagement leadership.

Key Accountabilities:
Administrative
* Maintain multiple calendars; plan, schedule, and coordinate teleconferences/ Webexes with internal and external stakeholders
* Assist HEDs, MEDs, National Team Leads with travel arrangements and preparing expense reports

Hiring & On-Boarding
* Coordinate recruitment activities including securing space, scheduling interviews, hangouts, communicating logistics to candidates and interviewers
* Responsible for training new team members on company and departmental administrative and general processes, systems, practices, tools, and standards
* Ensure assigned team has the required office equipment and materials appropriate to the team's work

Operations support
* Maintain an up-to-date team roster, key document warehousing, and distribution lists
* Act as 'go-to-person' for general operational or administrative questions or other inquiries (including an extensive knowledge of GNE policies)
* Partner closely with the following departments on general business matters, process improvements, updates, and troubleshooting: HR, IT, Procurement, Finance, FAO, Offsite Meetings Team, Commercial Compliance, and Commercial Contracts Group
* May participate in special projects to support Ecosystem or National team initiatives

Internal Event Planning & Execution
* Handle all logistics for internal meetings including sourcing, contracting, rooming lists, registration, communicating logistics, surveys, group activities, dinners, budget, invoice review and payment
* Coordinate with internal administrative teams such as VP Admins and other local ECs to support field-to-home office engagements including listening tours and roundtables
* Execute team building, culture, wellness, and development activities to support employee engagement as needed
* Assist the assigned team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other Genentech groups, etc.
* Synthesize meeting minutes & feedback; develop outputs for the team (slides, summaries)
* Collate and track high-level timelines and milestones for key team deliverables

External Event Coordination
* Coordinate with external administrative teams of key customers to facilitate in-office meetings, events, local programs, and gatherings at special congresses

* Lead planning/logistics for charitable or community events or outreach across therapeutic areas, in collaboration with local TAM, FRM, PAL
* Support contract or funding requests as it relates to various ecosystem activities

Skills:
* Sound decision-making skills to effectively prioritize, understand interdependencies, and
* adapt message based on audience
* Ability to understand business priorities and design/adapt operational needs accordingly
* Willingness and ability to change one's approach to project management and/or course of
* action in response to business needs
* Strong written and verbal communication skills
* Ability to represent and contribute to Genentech's positive reputation with customers by
* demonstrating a high level of professionalism
* in matters of external outreach
* Track-record of teamwork and collaboration skills; creating and leveraging a large
* personal network across the organization to
* understand business needs and contribute where appropriate
* Capability to understand formal and informal organizational structures
* Planning skills: from meta to micro

Interested candidates please send resume in Word format Please reference job code 161246 when responding to this ad.


Job Requirements

 

Job Snapshot

Location US-CA-South San Francisco
Employment Type Full-Time Employee
Pay Type Hour
Pay Rate N/A
Store Type Admin - Clerical
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Company Overview

BCforward

BCforward is a global IT consulting and workforce fulfillment firm that provides services and resourcing for leading businesses and government organizations. For 20 years our professionals have helped clients achieve their strategic goals. Our strong culture and clear values have enabled BCforward to become a market leader and best in class place to work. Learn More

Contact Information

US-CA-South San Francisco
BCforward
317-315-1479
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Snapshot
BCforward
Company:
US-CA-South San Francisco
Location:
Full-Time Employee
Employment Type:
Hour
Pay Type:
N/A
Pay Rate:
Admin - Clerical
Store Type:

Job Description

Executive Coordinator

BCforward is currently seeking highly motivated Executive Coordinator in South San Francisco, CA 94080.

Job Title: Executive Coordinator
Location: South San Francisco, CA 94080
Expected Duration: 6 months contract
Shift: 8 am to 5 pm

Position Overview:
The Executive Coordinator (EC) will provide operational and group administration activities to support Customer Engagement leadership teams by anticipating, determining, and fulfilling stakeholder needs in a proactive, well-organized, and customer-oriented manner. The EC will play a key role in handling logistics and overseeing events, community outreach, culture building, communication, and meeting coordination for Customer Engagement leadership.

Key Accountabilities:
Administrative
* Maintain multiple calendars; plan, schedule, and coordinate teleconferences/ Webexes with internal and external stakeholders
* Assist HEDs, MEDs, National Team Leads with travel arrangements and preparing expense reports

Hiring & On-Boarding
* Coordinate recruitment activities including securing space, scheduling interviews, hangouts, communicating logistics to candidates and interviewers
* Responsible for training new team members on company and departmental administrative and general processes, systems, practices, tools, and standards
* Ensure assigned team has the required office equipment and materials appropriate to the team's work

Operations support
* Maintain an up-to-date team roster, key document warehousing, and distribution lists
* Act as 'go-to-person' for general operational or administrative questions or other inquiries (including an extensive knowledge of GNE policies)
* Partner closely with the following departments on general business matters, process improvements, updates, and troubleshooting: HR, IT, Procurement, Finance, FAO, Offsite Meetings Team, Commercial Compliance, and Commercial Contracts Group
* May participate in special projects to support Ecosystem or National team initiatives

Internal Event Planning & Execution
* Handle all logistics for internal meetings including sourcing, contracting, rooming lists, registration, communicating logistics, surveys, group activities, dinners, budget, invoice review and payment
* Coordinate with internal administrative teams such as VP Admins and other local ECs to support field-to-home office engagements including listening tours and roundtables
* Execute team building, culture, wellness, and development activities to support employee engagement as needed
* Assist the assigned team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other Genentech groups, etc.
* Synthesize meeting minutes & feedback; develop outputs for the team (slides, summaries)
* Collate and track high-level timelines and milestones for key team deliverables

External Event Coordination
* Coordinate with external administrative teams of key customers to facilitate in-office meetings, events, local programs, and gatherings at special congresses

* Lead planning/logistics for charitable or community events or outreach across therapeutic areas, in collaboration with local TAM, FRM, PAL
* Support contract or funding requests as it relates to various ecosystem activities

Skills:
* Sound decision-making skills to effectively prioritize, understand interdependencies, and
* adapt message based on audience
* Ability to understand business priorities and design/adapt operational needs accordingly
* Willingness and ability to change one's approach to project management and/or course of
* action in response to business needs
* Strong written and verbal communication skills
* Ability to represent and contribute to Genentech's positive reputation with customers by
* demonstrating a high level of professionalism
* in matters of external outreach
* Track-record of teamwork and collaboration skills; creating and leveraging a large
* personal network across the organization to
* understand business needs and contribute where appropriate
* Capability to understand formal and informal organizational structures
* Planning skills: from meta to micro

Interested candidates please send resume in Word format Please reference job code 161246 when responding to this ad.


Job Requirements

 
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