What are the responsibilities and job description for the Sr. Administrative Assistant position at BioSpace, Inc.?
Job Details
The Senior Administrative Assistant reports to and provides primary high-quality administrative support to the BioMarin Pharmacovigilance (BPV) and Clinical Medical Writing (CMW) Teams. The administrative assistant will be professional, attentive to details, effective in communications and management of interactions with external partners and personnel in other departments of the Company. The successful candidates will have excellent customer service and be outcome oriented. The ability to work in a fast-paced environment with strong attention to detail is essential. Responsible for :
- Proactively schedule and coordinate and manage meetings / conference calls and related activities including all meeting logistics such as : availability for attendees, meeting room and equipment set up, catering orders, set up, and break down, meeting materials preparation and distribution, taking meeting minutes as requested. Work with functional leads to resolve timing conflicts to ensure appropriate attendance.
- Arrange all details for offsite meetings (book hotel, make restaurant reservations, choose food for catered meals, reserve audio visual equipment, research and schedule team-building events).
- Assist with business travel planning and coordination in accordance with BMRN travel policy.
- Prepare expense reports for submission to company application.
- Order and maintain department office supplies.
- Coordinate with IT to resolve computer and other technical issues.
- Participate in onboarding activities of new hires.
- Attend and participate in BPV and CMW meetings on-site and off-site, as applicable. Department Support :
- Position will be flexible, allowing for remote work as well as working out of BioMarin's San Rafael Corporate office for optimal cross-functional interdepartmental interaction and support.
- Manage leadership team calendars, department calendars and ensure that all team / staff meetings are planned and prepared.
- Create / Update department project trackers / spreadsheets, as assigned.
- Assist in the preparation of documents, flowcharts, Organizational Charts and presentations. Skills :
- Ability to handle competing priorities and tight deadlines simultaneously while maintaining quality.
- Ability to multi-task and be proactive in identifying potential issues and providing assistance where needed.
- Must have expertise in Outlook and using standard office software applications, including Microsoft Office (proficient in Word, including PDF Forms development experienced, PowerPoint, Excel, Concur, and SharePoint) as appropriate for the function supported.
- Excellent communication and interpersonal skills.
- Reliable and able to work well independently and work well in a team.
- Quick learner and able to work proactively on most tasks, following established guidelines. Experience :
- Minimum 5 years of related experience in an Administrative Assistant role supporting a large team of people.
- Previous experience supporting Pharmacovigilance and Clinical Medical Writing within the Biotech or Pharmaceutical Industry is a plus. Education : Bachelor's degree preferred
Equal Opportunity Employer / Veterans / Disabled
An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
