Senior Administrative Assistant
6-Month Contract
Hybrid (as needed) in San Rafael, CA (approximately 5 days/month onsite)
Must be able to work on a W2
Requirements
- Provide primary administrative support to the Head of Global Pharmacovigilance and the broader Global Patient Safety (GPS) team.
- Serve as a central point of contact, facilitating communication and supporting operational and project-based activities across departments.
- Proactively schedule and coordinate meetings and conference calls, including calendar management, room reservations, technical setup, catering coordination, preparation of materials, and recording of meeting minutes as needed.
- Anticipate and resolve scheduling conflicts to ensure productive and well-attended meetings.
- Oversee logistics for offsite meetings and team events, including hotel and restaurant bookings, catering arrangements, and team-building activities.
- Arrange business travel in accordance with company policy, managing flight, accommodation, and transportation bookings while adhering to budgetary and compliance requirements.
- Prepare and process expense reports accurately and promptly using systems such as Concur, ensuring complete documentation and timely reimbursement.
- Monitor and replenish departmental office supplies to support daily operations.
- Act as liaison for IT-related issues, facilitating timely resolution to support team productivity.
- Actively participate in on-site and off-site team meetings to support communication and operational continuity.
- Maintain and coordinate calendars for department leadership and team members.
- Submit and track departmental contract requests within the contract management system, ensuring accurate status monitoring.
- Monitor and reconcile departmental invoices to ensure financial accuracy and timely payment.
- Develop and maintain project trackers and spreadsheets, follow up on deliverables, and support status reporting.
- Organize and maintain departmental files within the document management system to ensure accessibility and preservation of institutional knowledge.
- Update and maintain departmental contact lists and organizational charts.
- Manage multiple priorities in a fast-paced, deadline-driven environment with strong attention to detail.
- Utilize Microsoft Office Suite, Concur, SharePoint, and other business tools to support efficient workflow.
- Communicate effectively with internal and external stakeholders, demonstrating professionalism, discretion, and sound judgment.
- Work independently, quickly learn new tasks, and proactively anticipate departmental needs.
Qualifications
- Minimum of 5 years of administrative experience within the biotechnology or pharmaceutical industries.
- Experience supporting pharmacovigilance functions highly desirable.
- Bachelor’s degree highly preferred.
