Avanir Pharmaceuticals

Executive Assistant, Clinical Research & Scientific Strategy

Aliso Viejo, CA, United States
Oct 24, 2020
Biotech Beach
Required Education
Bachelors Degree
Position Type
Full time
Provides executive-level administrative support to senior executive and department staff to increase the time the executive has available for executive level responsibilities. May enlist other administrative staff to follow through on department initiatives including, but not limited to, in-office/external meetings with customers, business partners, and/or internal staff. Additionally, the Executive Assistant will fulfill duties of a confidential nature including data compilation and preparation of presentations, correspondences, and other confidential documents. Must be comfortable working in a collaborative, fast-paced environment including covering for other executive assistants.

Essential Job Functions:
  • Provide executive level support to the Executive and/or department staff by performing a variety of assigned and self-imposed administrative activities that support the team.
  • Deliver effective communication and establish professional relationships with field sales staff, corporate staff, external vendors, and customers.
  • Manage the Executive's and/or department staffs' schedule and calendar, arranging appointments, meetings, conference calls, and frequent travel.
  • Responsible for the planning and coordination of meetings involving staff, in-person or telephonic, including preparing and organizing all arrangements relating to the meeting sites, travel arrangements for attendees; meals/venue, and preparation and distribution of meeting materials.
  • Manage project timelines to ensure on-time performance.
  • Effectively utilizes travel and meeting policies and procedures to complete all aspects of travel, both domestic and international, meeting arrangements, preparation of expense reports and ensures accuracy.
  • Receive and manage incoming telephone calls and requests while resolving routine to moderately complex inquiries.
  • Format and edit letters, reports, presentations, and all other correspondence from draft state to final draft, adheres to document retention policies and procedures, and follows an organized filing/document management process for electronic and paper documents.
  • Assist in maintaining department budgets, expenses, and invoice processing.
  • Coordinate purchase order and contract review process to ensure compliance with all established policies and procedures while managing external expenditures towards budget requirements.
  • Complete projects and assignments by establishing objectives, determining priorities, and efficient time management.
  • Organize and review advanced correspondence including letters, memoranda, reports, presentations, and other communications while adhering to document retention policies and procedures.
  • Correspond regularly with internal and external customers, department staff and other senior management. Receives and manages incoming communications and requests while resolving routine issues and often complex inquiries. Proficient and clearly communicates.
  • Work effectively with MS Word, Excel, PowerPoint, and other relevant software.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Education/ Qualifications:
  • BS/BA degree highly preferred.
  • Minimum of 5 years prior administrative work experience providing support to senior level executives.
  • Prior experience working with a field-based staff.
  • Must show a history of being a self-starter in identifying ways to make an executive's day more manageable, while maintaining positive relationships with other executive assistants and company personnel.
  • Advanced level experience with MS Office applications including Word, Outlook, PowerPoint, and Excel as well as a proven track record of quickly identifying, trouble shooting, and/or coordinating resolution options for computer and other technology related issues.
  • Effective written and verbal communication skills needed to work effectively across departments and with external partners/vendors and customers.
  • Ability to set priorities based upon criticality and importance within the department and as part of the company's overall directive.
  • Ability to organize and disseminate information efficiently.
  • Proficient in Microsoft products (Outlook, Word, Excel, PowerPoint)

Physical Requirements:

This position primarily works in an office environment. It requires the ability to sit or stand for long periods of time and frequent walking. Daily use of a computer, phone, office equipment and other computing and digital devices is required. May be required to stand for extended periods when facilitating meetings or walking in the facilities. Some local travel may be necessary, so the ability to travel by plane, operate a motor vehicle and maintain a valid Driver's license and/or effectively navigate public transportation is required. While performing the responsibilities of the job, the employee must be able to read and respond to interoffice communications as well as effectively participate in meetings. The employee is often required to sit and use their hands and fingers, to lift up to 20 lbs., pull, push, carry, handle or feel. The employee is required to carry, handle items, reach with arms and hands, to stoop, kneel, or crouch; talk or hear. Mental demands may require prolonged concentration, reading comprehension, understanding and interpretation of concepts, ideas and philosophies. The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods. Reasonable accommodations may be made for those individuals with real or perceived disabilities to perform the essential functions of the job described unless such accommodations would cause Avanir an undue burden.

Work Environment:

While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job unless such accommodations would cause Avanir an undue burden. While performing the duties of this job, the employee is occasionally exposed to moving carts, mechanical equipment (copiers, computers, coffee machines) and vehicles. May be subject to smells and odors. The noise level in the work environment is usually quiet to moderate. The passage of employees through the work area is average and normal.

EEO Statement:

As an equal opportunity employer, Avanir Pharmaceuticals is committed to providing all applicants and employees with equal access to employment opportunities, regardless of sex, race, age, color, national origin, ancestry, disability, pregnancy, religion, genetic information, sexual orientation transgender status, gender identity, marital status, military or veteran status, or any other characteristic protected by federal, state, or local law. All Avanir Pharmaceuticals employees, officers, principles, agents, and representatives are expressly prohibited from engaging in unlawful discrimination. Consistent with federal, state, and local requirements, Avanir Pharmaceuticals will reasonably accommodate any qualified individual with a disability if such accommodation would allow the individual to perform the essential functions or the job, unless doing so would create an undue hardship.

Avanir Pharmaceuticals shall abide by the requirements of 41 CFR-60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability, and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans and individuals with disabilities.