(CW) Administrative Assistant Office Administration- CONTRACT

Administrative Assistant

BioMarin is a leading rare disease biotechnology company focused on genetically defined conditions. Our global teams have delivered a portfolio of therapies since our founding in 1997. Our revolutionary treatments for conditions like achondroplasia, PKU, CLN2, a form of Batten disease, and a number of forms of MPS offer new possibilities for patients and families who previously had few, if any, available options. At the heart of BioMarin is a dedicated team of the brightest minds in the industry working together to deliver innovative therapies to patients and families around the world.

The administrative assistant will be professional, attentive to details, effective in communications and management of interactions with external partners and personnel in other departments of the Company. The successful candidates will have excellent customer service and be outcome oriented. The ability to work in a fast-paced environment with strong attention to detail is essential.

Responsible for:

• Provide general administrative support
• Proactively schedule and coordinate and manage meetings/conference calls and related activities including all meeting logistics such as: availability for attendees, meeting room and equipment set up, catering orders, set up, and break down, meeting materials preparation and distribution, taking meeting minutes as requested.
• Work with functional leads to resolve timing conflicts in order to ensure appropriate attendance.
• Participates in recruiting efforts by working with HR on scheduling of interviews, coordination of interview schedules and hosting of candidate. Participates in on-boarding activities (IT set up, introductory meetings scheduled, Concur and travel training and other duties as assigned).
• Arrange all details for offsite meetings (book hotel, make restaurant reservations, choose food for catered meals, reserve audio visual equipment, research and schedule team-building events).
• Assist with business travel planning and coordination in accordance with BMRN travel policy.
• Prepare expense reports for submission to company application.
• Order and maintain department office supplies.
• Coordinate with IT to resolve computer and other technical issues.
• Participate in onboarding activities of new hires.
• Attend and participate in BPV and CMW meetings on-site and off-site, as applicable.

Department Support:

• Position will require working out of our San Rafael Corporate and Brisbane offices for optimal cross-functional interdepartmental interaction and support.
• Manage leadership team calendars, department calendars and ensure that all team/staff meetings are planned and prepared.
• Assist with department contract requests for submission into BioMarin contract management system on an ongoing basis.
• Create/Update department project trackers/spreadsheets, as assigned.
• Create filing system for key documents and maintain in BioMarin document management system (LiveLink).
• Assist in the preparation and distribution of documents, binders, flowcharts, Organizational Charts and presentations.

Skills:

• Effective task planning and coordination abilities, including a proven ability to multi-task under pressure and deadlines.
• Requires instructions only on new assignments.
• Minimum of two years related experience.
• Must have expertise in Outlook and using standard office software applications, such as Outlook, Microsoft Office (proficient in WORD, PPT, EXCEL, Concur, and SharePoint) as appropriate for the function supported.
• Responsive to deadlines, detail-oriented, and able to prioritize multiple tasks.
• Excellent communication and interpersonal skills.
• Quick learner and able to work proactively/independently on most tasks, following established guidelines.

Experience:

• Minimum 5 years of related experience in an Administrative Assistant role supporting a large team of people.
• Previous experience supporting Pharmacovigilance and Clinical Medical Writing within the Biotech or Pharmaceutical Industry is a plus.

Education: Bachelors degree preferred.

Note: This description is not intended to be all-inclusive, or a limitation of the duties of the position. It is intended to describe the general nature of the job that may include other duties as assumed or assigned. Equal Opportunity Employer/Veterans/Disabled An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.