Administrative Coordinator
Amgen
Summary
The Administrative Coordinator provides high-quality, complex administrative support to executive leaders, directors, and cross-functional teams. This role enables operational efficiency by managing calendars, coordinating meetings and travel, supporting business processes, and ensuring seamless execution of department priorities in a fast-paced, dynamic environment.
Job description
Key Responsibilities
Executive & Team Support
- Manage complex executive and team calendars, including scheduling across multiple time zones.
- Proactively identify scheduling conflicts and recommend solutions.
- Coordinate candidate interviews, onboarding, and team logistics as needed.
Meeting & Event Coordination
- Plan, organize, and execute internal and external meetings (virtual and in-person).
- Prepare agendas, capture meeting minutes, and track follow-ups/action items.
- Coordinate logistics including meeting rooms, catering, A/V setup, and visitor accommodations.
- Support large-scale events, offsites, and training sessions.
Travel & Expense Management
- Coordinate domestic and international travel arrangements (flights, hotels, transport).
- Prepare and submit expense reports in a timely and compliant manner.
- Manage itineraries and travel logistics for executives and teams.
Operational & Process Support
- Manage purchase orders, invoices, and expense-related processes.
- Support budget tracking and reporting as required.
- Maintain department files, databases, and documentation systems.
- Ensure compliance with internal policies and procedures.
Communication & Coordination
- Maintain distribution lists, organizational charts, and contact databases.
- Support internal communications and team updates.
- Serve as a primary point of contact for administrative inquiries.
- Coordinate cross-functional collaboration across internal and external stakeholders.
Vendor & Project Support
- Manage administrative aspects of vendor and partner relationships.
- Support onboarding of vendors and processing of related documentation.
- Participate in project teams and assist with special initiatives.
- Track deliverables, timelines, and key actions to ensure execution.
Requirements
- Associate's degree and 2 years of administrative experience OR 2 years in a technical school setting with hands-on experience OR High school diploma / GED and 4 years of administrative experience
- 3-5+ years of experience supporting multiple leaders or large teams
- Extensive experience managing complex calendars across time zones
- Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and collaboration tools (e.g., Teams, SharePoint)
- Experience with expense systems, invoicing, and financial processes
- Exceptional organizational and time management skills
- Strong written and verbal communication skills
- Ability to operate in a fast-paced, deadline-driven environment
- High level of discretion with confidential information
- Proactive, solutions-oriented mindset with strong problem-solving capabilities
Benefits
- Retirement and Savings Plan
- Group medical coverage
- Dental coverage
- Vision coverage
- Life insurance
- Disability insurance
- Flexible spending accounts
- Discretionary annual bonus
- Stock-based long-term incentives
- Paid time-off plans
- Flexible work models
Company overview
Amgen Inc. is a leading American multinational biopharmaceutical company headquartered in Thousand Oaks, California, founded in 1980. As one of the world's largest independent biotechnology companies, Amgen specializes in discovering, developing, manufacturing, and delivering innovative human therapeutics. The company focuses on six key therapeutic areas: inflammation, oncology/hematology, bone health, cardiovascular disease, nephrology, and neuroscience. Amgen's portfolio includes blockbuster drugs such as Enbrel for autoimmune diseases, Prolia and XGEVA for osteoporosis, Repatha for cholesterol management, Otezla for psoriasis, and Neulasta for chemotherapy-induced neutropenia. With approximately 28,000 employees worldwide, Amgen operates as a component of both the Dow Jones Industrial Average and Nasdaq-100 indices. The company maintains a robust research and development pipeline with numerous clinical programs across various stages, leveraging cutting-edge biotechnology and human genetic data to address some of the world's most challenging diseases. Amgen's manufacturing capabilities span multiple global locations, and it distributes products through pharmaceutical wholesale distributors and direct-to-consumer channels.