Administrative Assistant

Administrative Assistant

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.

Responsibilities

• Provide general administrative support.
• Proactively schedule, 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 to ensure appropriate attendance.
• Participate in recruiting efforts by working with HR on scheduling of interviews, coordination of interview schedules, and hosting of candidates. Participate 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 contract management system on an ongoing basis.
• Create/Update department project trackers/spreadsheets, as assigned.
• Create filing system for key documents and maintain in 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.
• Applies acquired job skills and company policies/procedures to complete assigned tasks that are typically semi-routine in nature.
• 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

Bachelor's degree preferred.