Pharmacyclics, LLC

Executive Assistant/Project Coordinator, Office of Ethics and Compliance (OEC)

Location
Sunnyvale, CA, United States
Posted
Sep 13, 2018
Ref
2451
Hotbed
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time
Pharmacyclics is committed to the development and commercialization of novel therapies intended to improve the quality and duration of life and to resolve serious unmet medical needs for cancer patients. Pharmacyclics is a wholly-owned subsidiary of AbbVie (NYSE:ABBV), a global, research-based biopharmaceutical company. Oncology is a key therapeutic area for AbbVie, with a portfolio consisting of three marketed products and a pipeline containing multiple promising new molecules that are being studied in more than 200 clinical trials for over 20 different types of cancer.

More than 1,200 Pharmacyclics and AbbVie research scientists, clinicians, marketing, operations and corporate professionals work in the San Francisco Bay Area. They combine their expertise in immuno-oncology, stem cells, and cell-signaling with their knowledge of bispecific antibodies, antibody-drug conjugates (ADCs), and covalent-inhibitor technologies to discover and develop novel cancer treatments. Together, we are striving to outsmart cancer.

EXECUTIVE ASSISTANT/PROJECT COORDINATOR, OFFICE OF ETHICS AND COMPLIANCE (OEC)

SUMMARY:

Provide executive level administrative and project coordination support to the Head of the OEC and senior members of the OEC. This position reports directly to the Head of the OEC. The ideal candidate will have demonstrated years of experience supporting a senior executive, particularly in an in-house pharmaceutical and/or legal area, as well as project management experience. The candidate must be a self-starter, someone who is proactive, anticipates manager/department needs, and is able to prioritize duties working in a collaborative team environment within a fast-paced compliance department. Duties include handling confidential matters requiring discretion and good judgment. Candidates must possess a high degree of poise and professionalism. Strong business judgment, excellent organizational and effective communication skills are essential. Candidate needs to be flexible, adaptable and pay attention to detail. Must be extremely proficient with various software programs, including MS Word, PowerPoint, Excel and MS Outlook.

RESPONSIBILITIES:

  • Manages administrative functions related to day to day activities supporting the Head of the OEC, including, answering telephone calls and taking messages, setting up conference calls and facilitating presentations, composing routine correspondence (including email, letters and faxes), and general clerical duties such as photocopying, printing, mailing and faxing.
  • Manages assigned projects and routine administrative matters in support of the OEC, including coordinating activities to meet defined objectives, executing against defined objectives and keeping manager informed of progress and achieved milestones.
  • Manages calendars, including coordinating and scheduling meetings -- effectively working with manager, peers and other staff to determine priorities and resolve schedule conflicts.
  • Creates PowerPoint presentations and organizes and assembles documentation and other materials.
  • Coordinates complex travel schedules, including international and domestic travel, and makes travel arrangements and prepares and reconciles expense reports.
  • Organizes and maintains file system for managing and maintaining documents and other records.
  • Manages various documents, records and other information which may be sensitive and confidential in nature.
  • Organizes and attends compliance staff meetings, including preparing agendas and meeting minutes.
  • Interacts with other senior level executive assistants and business partners comfortably to assist with day-to-day business activities, as needed.
  • Plans and executes compliance events, off-sites and other activities while ensuring within budget
  • Assists with additional and special projects as assigned by the Head of the OEC.


QUALIFICATIONS:

  • Bachelors Degree or equivalent preferred.
  • 7-10 years experience including administrative experience supporting senior executives (preferably within an in-house legal or compliance department) as well as project management experience; experience in pharmaceutical or biotech industry will be given preference; paralegal skills are helpful.
  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
  • Ability to perform diversified clerical functions and basic accounting procedures.
  • Ability to effectively communicate with people at all levels and from various backgrounds.
  • Ability to work independently and as a member of various teams and committees.
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with passion and enthusiasm.
  • Acute attention to detail.
  • Commitment to excellence and high standards.
  • Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
  • Strong interpersonal skills.
  • Ability to understand and follow written and verbal instructions
  • Ability to deal effectively with a diversity of individuals at all organizational levels.
  • Good judgment with the ability to make timely and sound decisions.
  • Knowledge of word processing software applications and calendar and scheduling tools.
  • Excellent verbal and written skills.
  • Excellent phone skills.
  • Knowledge of database application.


Equal Opportunity Employer Minorities/Women/Veterans/Disabled