Administrative Assistant

  • location: San Rafael, CA
  • type: Contract
  • salary: $31.08 - $36.57 per hour

job description

Administrative Assistant

Administrative Assistant

Job Summary

This is a full-time (40 hours per week, Monday-Friday), temporary position for an onsite role. This position provides functional administrative support to the Development Sciences Business Operations (BizOps) department.

The BizOps department is the center of excellence for providing industry best practice operational support for the conduct of the client's clinical trials, including vendor management, clinical financial spend analysis and management, contract management and clinical site and vendor contract and budget support. The group utilizes rigorous processes, procedures, and tools to ensure financial discipline and transparency in vendor spend, assists with financial and resource projections across clinical projects and studies, manages the development, negotiation and execution of clinical site and vendor contracts, as well as facilitates effective vendor oversight.

The successful candidate will provide excellent customer service, and be outcome-oriented. The ability to work in a fast paced environment with strong attention to detail is essential.

Job Responsibilities

General Administration

  • Provide general administrative support to BizOps department.
  • Proactively schedule and coordinate meetings/conference calls and related activities including A/V and telecom set up, catering, meeting materials preparation and distribution, taking meeting minutes as requested, etc.
  • Maintain BizOps department calendar.
  • Assist with department business travel planning and coordination.
  • Prepare expense reports for submission to company application.
  • Order and maintain department office supplies.
  • Other duties and/or projects as assigned.
Department Support

  • Assist with department contract requests for submission into the client's contract management system.
  • Track and communicate contract status updates to applicable parties.
  • Update department project trackers/spreadsheets (Contract Tracker, Project Planner).
  • Update and maintain BizOps department online document management system (MSOffice 365).
  • Update and maintain BizOps department internal website (SharePoint).
  • Develop and maintain BizOps department contracts database.
  • Assist with the client's vendor initiatives, audits and research projects.
  • Create and edit PowerPoint presentations.
  • Other duties and/or projects as assigned.
Education & Qualifications

  • Bachelor's degree preferred.
  • Minimum 5 years of related experience in an Administrative Assistant role supporting a large team of people.
  • Previous experience supporting clinical development within the Biotech or Pharmaceutical Industry is a plus.
  • Must have expertise in Outlook and Excel.
  • Proficiency with standard office software applications Word, PowerPoint) desired.
  • Familiarity with LiveLink, SharePoint (Office 365), Ariba, Oracle/iProcurement, and Concur desired.
  • Experience working in a cross-functional environment.
  • Responsiveness to deadlines, detail-oriented, and able to prioritize multiple tasks.
  • Excellent oral and written communication skills
  • Outstanding interpersonal skills.
  • Ability to exercise good judgment in analyzing complex problems, resolving issues and making recommendations.
  • Ability to work both independently and within a team matrix.
  • Must be available to work on-site in San Rafael, CA.

  • Medical, Dental, and Vision Insurance
  • 401K Plan with Company Match
  • Life and AD&D Insurance

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