Senior Administrative Assistant

Location
Brisbane, California, United States
Posted
Sep 11, 2020
Ref
1796987897
Discipline
Administration, General
Hotbed
Biotech Bay
Required Education
Bachelors Degree
Position Type
Full time
Being a part of MyoKardia means you are a pioneer at heart, a go getter, a part of something meaningful . We push the boundaries, embrace uncertainty and challenge conventional thinking to make the biggest impact on people's lives - because we believe that a better solution is out there. We roll up our sleeves and get to work on making things happen - when the outcome of our work changes lives, action is a moral must. Each of us has a hand in shaping the future of our company, our industry and people's lives because the passion in each and every one of us is what makes the difference.

If you are someone who dares to explore the unknown; who takes action in the face of uncertainty; who is passionate and driven about making a real difference in people's lives... then you belong at MyoKardia.

SUMMARY:

The Senior Administrative As sistant provides support to the SVP of Medic al Affairs and her respective functions. The ideal candidate will have a proven track record of successfully providing administrative support within a dynamic and fast-paced business environment, anticipating the needs of the function, and demonstrating fl exibility accommodating work schedules , including team members in multiple time zones . We are looking for an extremely organized individual who is detail oriented, highly organized, and has a can-do attitude. He/She will be a team player, will be proactiv e in identifying solutions, an d will embrace our core values: Patients First, Passion for Science, Succeed Together, Imagine & Innovate, and Lifelong Learning.

ESSENTIAL DUTIES AND RESPONSIBILITIES :
  • Provide comprehensive administrative support to the SVP of Medical Affairs and her teams, skillf ully interacting with multiple stakeholders (internally and externally) and flawlessly handling confidential and critical details.
  • Perform an extensive array of complex administrative tasks (i.e. proactive heavy cale ndar management of senior leaders, inter nal and external meeting coordination, and preparation of materials and communication prior to meeting)
  • Key liaison for coordination of communications with team m embers, across departments, with external key opinion leaders (KOLs) and vendors
  • Effectively plan and manage complex domestic and international travel including creating trip agendas and local logistics (i.e., air, hotel, and ground logistics)
  • Schedule and coordinate department meetings, events, trainings an d off-sites including meeting room logistics, food and beverages, transp ortation and other factors as needed
  • Complete and submit expense reports, handling all receipts and documentation submitted for travel or other expenditures and reconciling corporate c redit card purchases
  • Assist in completing contracts, coordinating the ex ecution of agreements and creating purchase orders
  • Participate in recruiting efforts by working with the HR department and external agencies on scheduling of interviews, coordination of interview packets, hosting of candidate(s) and on-boarding procedures of new team members
  • Assist with document design, writing, editing and formatting as needed in Microsoft Office
  • Partner with other administrative staff to ensure administrative support and tasks are managed in a seamless manner as well as back up support a s needed
  • Work in a collaborative teamwork environment to complete other duties as assigned and help with special projects


EDUCATION/EXPERIENCE/SKILLS :

  • Bachelor's Degree or equivalent work experience
  • Minimum 8 years' experience supporting senior level pr ofessionals with a successful proven track record
  • Ability to build a strong working relationship with senior leaders and stakeholders (internal/external), maintain a professional and p ositive attitude, and handle complex tasks
  • Experience in a fast - paced start-up and/or biotech environment
  • Advanced knowledge of MS Office Suite and G-Suite (Goog le calendar and Gmail)
  • Ability to deal with ambiguity and have the agility to change course in a moment's notice
  • Intuitive and resourceful problem solver who can develop and implement proactiv e solutions
  • Organized and detail oriented, able to work well under tight timelines in a changing environment and perform multiple tasks effectively and concu rrently
  • Ability to effectively communicate and share information with internal and external contact s at all levels while keeping confidentiality
  • Should have excellent customer service, high degree of professionalism, and ability to work with minimal direc tion
  • A positive can-do attitude and a strong team player


Preferred qualifications :
  • Experience in s upporting a medical affairs function and field - based teams
  • Basic k nowle dge of Medical A ffairs/pharma compliance landscape
  • Tech savvy (comfortable with progra ms like Powerpoint, Box, SmartSheet , etc.)
  • Experience with Concur and submitting PO requisitions


DISCLAIMER : The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classificat ion. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the job.

Comply with company policies and applica ble laws . Employees are required to read and understand company policies, complete required training, seek clarification when questions arise, and keep up with changes as their roles and responsibilities change. Non-compliance with applicable laws, compa ny policies, standard operating proce dures, and guidelines could lead to termination.