Administrative Assistant / Expense Specialist

Zogenix, Inc. Emeryville , CA 94608

Posted 3 months ago

Position Overview

The Administrative Assistant / Expense Specialist is responsible for providing high quality customer service to internal and external clients throughout the expense management process. This is a long term temporary assignment.

Summary of Responsibilities

  • Manage, prepare, and reconcile expense reports for the executive team

  • Extensive travel arrangement for Director, including flights, cars and hotels

  • Purchase Order set-up and invoice management for Clinical Development and Regulatory teams

  • Communicate with internal customers and supplier partners to resolve billing issues, expense issues and general questions

  • Provide admin support to VPs and their teams

  • Complete various ad-hoc administrative tasks as needed

Requirements

  • 3+ years of experience as an administrative assistant with extensive expense reporting responsibilities

  • Experience with Concur travel and expense reporting system is required

  • Excellent organization and time management skills

  • Effective and proactive problem-solving skills

  • Excellent numerical and analytical skills

  • Ability to maintain 100% accuracy when performing detail-oriented and repetitive processes

  • Comfortable supporting and communicating with multiple VPs in at in a shared environment

  • Must be detail-oriented with the ability to multi-task and prioritize

  • Competency in Microsoft Office, particularly Outlook

  • Experience with Coupa is a plus

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Senior Administrative Assistant / Administrative Assistant

Beigene, Ltd.

Posted 4 days ago

VIEW JOBS 8/18/2019 12:00:00 AM 2019-11-16T00:00 Company Overview: BeiGene, Ltd. (NASDAQ: BGNE; HKEX: 06160) is a global, commercial-stage, research-based biotechnology company focused on molecularly-targeted and immuno-oncology cancer therapeutics. With a team of over 2,200 employees in China, the United States (Cambridge, MA; Ridgefield Park, NJ; Emeryville, CA & San Mateo, CA), Switzerland and Australia, BeiGene is advancing a pipeline consisting of novel oral small molecules and monoclonal antibodies for the treatment of cancer. BeiGene is working to create combination solutions aimed at having both a meaningful and lasting impact on cancer patients. For more information, please visit www.beigene.com. Position Summary: The Administrative Assistant will be responsible for providing support to various teams within BeiGene. This position reports to the Office Manager and will be responsible for on-site support which includes, but is not limited to: coordinating meetings and events, scheduling candidate interviews, HR support as necessary, travel coordination, maintaining office supplies, handling incoming and outgoing mail, and other responsibilities. Essential Functions of the job: * Organize and schedule meetings as needed for various departments * Coordinate catering for different meetings and events * Schedule and coordinate candidate phone, video, and in-office interviews * Provide general administrative/project support to HR team as assigned * Arrange travel and accommodations for out of state candidates * Organize office operations and procedures * Coordinate with IT department on all office equipment needs * Manage relationships with vendors, service providers and Building Management * Manage contract and price negotiations with office vendors, service providers and office lease * Provide general support to visitors * Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems * Responsible for greeting and coordinating orientation to new employees * Responsible for coordinating onboarding process for new employees including request and set up of equipment * Participate actively in the planning and execution of company events on a quarterly basis * Monitor and maintain office supplies inventory * Review and approve office supply acquisitions * Assist with travel arrangements for senior members of the company and contractors as needed * Coordinate package delivery and ensure all packages are delivered to appropriate person * Retrieve mail from mailbox in lobby and distribute accordingly * Conduct clerical duties, including filing, answering phone calls, responding to emails and preparing documents * Handles expenses and reconciles corporate credit card expenses on a monthly basis * Provide assistance as needed for Assigned Departments Education Required: High School Education, required; some college, preferred. Computer Skills : MS Office, Concur, Outlook Competencies: Ethics - Treats people with respect; Inspires the trust of others; Works with integrity and ethically in accordance with BeiGene's Code of Business Conduct and Ethics, policies and procedures. Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Completes administrative tasks correctly and on time; Follows instructions and responds to management direction. Communication - Listens and gets clarification; Responds well to questions; Speaks clearly and persuasively in positive or negative situations; Writes clearly and informatively; Able to read and interpret written information. Teamwork - Balances team and individual responsibilities; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed; Contributes to building a positive team spirit; Shares expertise with others. Adaptability – Able to adapt to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Technical Skills - Assesses own strengths and development areas; Pursues training and opportunities for growth; Strives to continuously build knowledge and skills; Shares expertise with others. Dependability - Follows instructions and responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully. Project Management - Communicates changes and progress; Completes projects on time and within budget. BeiGene Is An Equal Opportunity Employer BeiGene is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristics protected by law. As a federal contractor, BeiGene has established affirmative action programs to ensure non-discrimination and affirmative action in BeiGene's policies and practices for qualified women, minorities, protected veterans, and individuals with disabilities. The narrative portions of BeiGene's affirmative action plans for individuals with disabilities and veterans are available for inspection at our offices during normal business hours. Employees and applicants interested in inspecting these plans should contact our Human Resources department by email at us.hr@beigne.com for assistance. #LI-NO1 Beigene, Ltd. Emeryville CA

Administrative Assistant / Expense Specialist

Zogenix, Inc.