Executive Assistant to Chief Executive Officer

Client Details

Job Position : Senior Administrative Assistant

Client : BeOne Medicines

Location : San Carlos, California

Duration : 6 Months (Possibilities of Extensions)

Job Summary:

• The Senior Administrative Assistant provides operational administrative support within the Office of the CEO.
• This role is critical to ensuring seamless day-to-day operations through expert calendar management, complex scheduling, international travel coordination, and accurate expense reporting.
• Reporting to the Executive Assistant to the CEO, the ideal candidate thrives in a fast-paced, highly dynamic environment and brings a strong sense of urgency, exceptional attention to detail, and outstanding communication skills.
• Success in this role requires the ability to anticipate needs, manage competing priorities, and partner effectively with senior leaders and stakeholders across a global organization.

Essential Functions of the Job

• Complex Calendar and Scheduling Management: Manage and maintain busy, ever-changing calendars, including prioritization of meetings, coordination across time zones, and proactive resolution of scheduling conflicts.
• Meeting and Logistics Coordination: Schedule and organize internal and external meetings, prepare materials as needed, and ensure all logistical details are handled efficiently.
• Travel Coordination: Arrange complex domestic and international travel, including flights, accommodations, visas, itineraries, and last-minute changes, ensuring a smooth end-to-end experience.
• Expense Management: Prepare, submit, and track expense reports accurately and timely, ensuring compliance with company policies and resolving discrepancies as needed.
• Operational Support: Provide day-to-day administrative support, including document preparation, correspondence, and coordination with internal partners and external vendors.
• Communication and Stakeholder Management: Serve as a professional point of contact, demonstrating exceptional written and verbal communication skills while interacting with senior leaders and global stakeholders.
• Fast-Paced Execution: Operate effectively in a high-volume, time-sensitive environment, exercising sound judgment, discretion, and flexibility while managing multiple priorities simultaneously.

Education/Experience Required

• Experience: 5+ years of experience assisting high-level leaders; multiple disciplines a plus.
• Advanced calendar management skills, with the ability to manage complex, high-volume schedules across multiple time zones.
• Proven experience coordinating domestic and international travel, including itineraries, visas, accommodations, and last-minute changes.
• Strong expense reporting and reconciliation skills, with a high degree of accuracy and compliance with company policies.
• Exceptional organizational skills, with the ability to manage multiple priorities simultaneously and meet tight deadlines.
• Demonstrated ability to thrive in a fast-paced, highly dynamic environment with frequent changes and competing demands.
• Strong sense of urgency and accountability, with the ability to anticipate needs and act proactively.
• Excellent attention to detail while maintaining speed, accuracy, and follow-through.
• Exceptional written and verbal communication skills, with the ability to interact professionally and confidently with senior leaders and global stakeholders.
• Strong judgment, discretion, and professionalism in handling sensitive and confidential information.
• Ability to build effective working relationships across functions, levels, and geographies.
• Resourceful and solutions-oriented, with the ability to think ahead and resolve scheduling, travel, or logistical challenges quickly.
• Sound decision-making skills, including knowing when to escalate issues appropriately.
• Comfortable operating with ambiguity while maintaining structure and order.
• High level of proficiency with Microsoft Office tools (Outlook, Word, Excel, PowerPoint) and calendar management systems.
• Highly reliable, responsive, and service-oriented.
• Flexible and adaptable, with a positive, “can-do” mindset.
• Strong commitment to teamwork, collaboration, and continuous improvement.