Senior Administrative Assistant, Clinical Pharmacology

Foster City, CA
Apr 27, 2022
Required Education
High School or equivalent
Position Type
Full time

We are seeking an experienced, energetic and proactive Senior Administrative Professional to provide administrative support for the Clinical Pharmacology department. The position will be based in Foster City, CA and will have a high level of visibility in the organization.

Key Responsibilities:
  • Act as primary interview scheduler as requested and create interview schedules as necessary
  • Ensure that all new hires are set up with space and equipment on start date
  • Coordination of meeting events and logistics on- and off-site create POs, other purchasing/funding as needed for Clinical Pharmacology Department
  • Schedule and coordinate departmental, staff meetings, and team meetings, 1:1's, skip levels, trainings and workshops meetings and work with VP as needed
  • Organizing travel arrangements/reimbursement
  • Document preparation (literature searches, editing for grammar, formatting, collating)
  • Coordinate consulting agreements and other contracts with Legal and Development Business Operations
  • File set-up and maintenance, both paper and electronic, including use of SharePoint
  • Oversight and tracking of resource (e.g. software) licenses and their renewals and sourcing new resources when applicable
  • Ensure that all work is completed with a high level of attention to detail and accuracy
  • Prepare, format and distribute memos, letters, reports, agendas and PowerPoint presentations
  • Manage the process for presentation materials for various departmental and team meetings
  • Provide back-up support to other administrative coordinators as requested
  • Manage meeting and event planning for the team and negotiate contracts with vendors
  • Demonstrate proficiency with all systems to initiate and process invoices, expenses, travel, purchasing, retrieve and store documents
  • Preferred system experience includes Office, Oracle EBS, Cliqbook/Concur T&E
  • Produce reports on an ad hoc basis as needed
  • Create organizational charts, talent maps, goals presentations, etc. as requested/needed

Minimum Qualifications:

  • Demonstrated effective verbal, written, and interpersonal skills
  • Proven knowledge and understanding of administrative and office policies and procedures
  • Must possess good proofreading and editing skills of technical documents
  • Demonstrated high level of proficiency with MS Office Suite, Outlook, Word, PowerPoint and Excel in particular
  • Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly

Specific Education and Experience Requirements
  • Requires a minimum of a high school diploma plus 3-5+ years administrative experience
  • Associates Degree or higher preferred

For jobs in the United States:

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