Associate Director Administration

FLSA Classification: Exempt/Salary 

Schedule: Monday to Friday; On-site; 7:30am to 4:30pm.  

Department: Administration, US 

Reports to: VP Human Resource/ US Site Head 

Supervisory responsibilities: Yes 

Location:  13203 Murphy Road Suite 100 Stafford, TX 77477 

Position Summary/objective: 

We are currently seeking a full-time Senior Manager / Associate Director of Administration to lead and manage our administrative team across all US sites. The main responsibilities include overseeing the day-to-day operations of the office, organization of corporate social events, managing administrative staff, ensuring the smooth running of the office including communal areas, and supporting various departments within the organization. This position plays a key role in creating a positive and efficient work environment for all employees. 

Leadership functions: 

• Act as a role model for team members with respect to earning their trust by your own attendance, keeping your word, personal behaviors, transparent/frank communication, and execution of personal assignments.  

• Hire team members that will be a fit to perform assigned functions and behaviors expected of Immatics team members. 

• Distribute work appropriately so that team members are not feeling like some are over or underutilized.  

• Organize and manage team members' time/schedules and assignments, keep track that team members are utilizing their time in meaningful assignments that will move the company forward. 

• Communicate frequently and regularly (on a daily basis) with team members assuring they have the information and tools to perform their functions. 

• Resolve conflict between team members if any arises – be an active listener of your team members.  

• Set goals, measure achievement progress, and guide team members in successful execution of their / team goals as well as coach and help develop team members into higher roles at Immatics if they so desire.  

• Provide regular, meaningful (honest but emphatic) performance feedback, expertise, and coaching (5:1 positive to negative ratio) that will help team members grow and develop. Turn feedback into coaching moments and show your willingness to be a partner in team members career development at Immatics.  

• Give credit to team members when they deserve – publicly and privately.  

• Coach team members on the spot if corrections are needed (privately). Provide psychological safety to team members if they make mistakes but expect mistake corrections and improvements. 

Job functions: 

• Responsible for all Administration team planning (personnel, work assignments, events, travel, co-planning of budget, and others) at least one year in the future. 

• Responsible for plan execution and communication of status progress to supervisor and affected personnel on a frequent basis including but not limited to scheduling, room bookings, food, travel and others needs and resources for meetings, conferences, retreats, Board meetings, site meetings, company happy hours, corporate apartment use and maintenance, and any other team-building activities and events.  

• Assure the Site Head and COO receive administrative support including calendar management, event scheduling, and