Administrative Assistant, Office of the CEO

Job description

BeOne continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer. General Description: The Administrative Assistant, Office of the CEO, provides day-to-day administrative and operational support to keep the Office of the CEO organized, responsive, and running smoothly. Reporting to the Executive Assistant to the CEO, this role coordinates the CEO’s calendar, scheduling, and logistics; monitors and routes shared inbox requests; and manages executive and Board expense reimbursements, invoices, and purchase orders. The role also supports day-to-day office coordination in San Carlos. Success requires strong organization, attention to detail, sound judgment, discretion, and proactive follow-through, along with proficiency in Microsoft 365 and approved AI tools. The individual must work independently while collaborating closely with the broader team, anticipate needs, and adapt calmly to shifting priorities and time-sensitive requests in a fast-paced global environment. This role requires full-time, on-site presence in the San Carlos office. Essential Functions of the Job: Calendar and Scheduling Coordination: Maintain the CEO’s long-range calendar and coordinate scheduling and logistics for planned engagements. Inbox Management: Monitor the Office of the CEO shared inbox, route requests, and flag time-sensitive items for follow-up. Expense Management: Prepare, submit, and track expense reimbursements for the CEO and Board members, including receipts and supporting documentation. Invoice and Purchase Order Processing: Process vendor invoices and purchase orders, coordinate documentation and approvals, and follow up on processing status. Finance Reconciliation: Coordinate quarterly reconciliations and supporting documentation in partnership with Finance. Office Coordination: Support day-to-day San Carlos office coordination to meet the needs of the Office of the CEO. Required Education: High School education required; bachelor’s degree is a plus. Required Qualifications: 2+ years of experience in an administrative support role. Demonstrated ability to coordinate meetings, participants, materials, and logistics across multiple time zones. Uses PowerPoint, Excel, Teams, Co-Pilot to organize, track, analyze, and clearly present information. Professional demeanor with sound judgment, discretion, and respect for confidentiality. Highly collaborative by embracing the fluid and fast-paced nature of the department, where team members actively support one another, adapt to shifting needs, and pivot quickly and frequently to ensure seamless day-to-day operations. Highly organized and detail-oriented, with the ability to manage multiple priorities, maintain accuracy, and follow through on commitments. Customer-focused and service-oriented, with a collaborative approach and the ability to build effective relationships across functions, levels, and geographies. Change agile and comfortable operating in a fast-paced environment with ambiguity, shifting priorities, and frequent last-minute changes. Calm and resourceful under pressure, with the ability to assess urgent situations, solve problems quickly, and escalate when appropriate. Proactive, responsive, and accountable, with the ability to anticipate needs and work independently while staying closely aligned with the Executive Assistant and the broader Office of the CEO team. Strong commitment to teamwork, continuous improvement, and high-quality execution. Supervisory Responsibilities: None. This role reports to the Executive Assistant to the CEO. Computer Skills: Advanced proficiency in Microsoft PowerPoint and strong proficiency in Excel, Outlook, Word, Teams, and calendar management tools. Proficiency with Microsoft Copilot and other approved AI tools, including responsible use of AI in a confidential executive environment. Other Qualifications: Ability to work flexibly when executive priorities require early, late, or time-sensitive support. Must demonstrate a consistently professional, responsive, and customer-focused approach. Global Competencies When we exhibit our values of Patients First, Driving Excellence, Bold Ingenuity and Collaborative Spirit, through our twelve global competencies below, we help get more affordable medicines to more patients around the world. Fosters Teamwork Provides and Solicits Honest and Actionable Feedback Self-Awareness Acts Inclusively Demonstrates Initiative Entrepreneurial Mindset Continuous Learning Embraces Change Results-Oriented Analytical Thinking/Data Analysis Financial Excellence Communicates with Clarity Salary Range: $33.37 - $41.37 per hourBeOne is committed to fair and equitable compensation practices. Actual compensation packages are determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location. Packages may vary by location due to differences in the cost of labor. The recruiter can share more about the specific salary range for a preferred location during the hiring process.  Please note that the listed range reflects the base salary or hourly range only. Non-Commercial roles are eligible to participate in the annual bonus plan, and Commercial roles are eligible to participate in an incentive compensation plan. All Company employees have the opportunity to own shares of BeOne Medicines Ltd. stock because all employees are eligible for discretionary equity awards and to voluntarily participate in the Employee Stock Purchase Plan. The Company has a comprehensive benefits package that includes Medical, Dental, Vision, 401(k), FSA/HSA, Life Insurance, Paid Time Off, and Wellness. We are proud to be an equal opportunity employer. BeOne does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, Title I of the Americans with Disabilities Act of 1990, and any other applicable federal, state or local laws, applicants who require reasonable accommodation in the job application process may contact accommodationsus@beonemed.com.