Sr Administrative Assistant

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties & responsibilities. The order in which the duties & responsibilities are listed is not significant.

Pay Rate: $37.00/hour

Duration: 1-year (possibility for extension or conversion (this is NOT guaranteed)

Location: San Diego, CA

Schedule: Mon- Fri 40 hours; Hybrid schedule onsite 3 days & remote 2 days.

Position Summary

Provides advanced administrative duties and support with activities for respective leader and their team(s) or function. Handles complex details, special projects and work is often of a critical or confidential nature.

Primary Responsibilities

* Coordinates and manages calendars for assigned executive leader and/or client group.

* Manages travel arrangements for assigned executive leader and/or client group.

* Manages and coordinates logistics for on/off-site meetings and conferences, keeping all parties informed.

* Reconciles and manages expense reports through purchase orders and Concur/corporate credit cards for assigned client group.

* Maintains and assists with calendar of events such as investor conferences, scientific conferences, high priority meetings and other key company events.

* Schedules team conference calls and internal meetings, including department calendar of events and communicates activities across team/department. * Able to maintain confidentiality of subjects that require restriction of communication beyond identified parties.

* Prepares materials for leadership including proof-reading documents, presentations, spreadsheets, and printing & copying materials needed.

* May coordinate agenda for regular staff, sending out agendas in advance and ensuring all presenters and attendees are prepared for the topics to be discussed.

* Works with appropriate colleagues/departments to support the creation, process and management for Contracts, statements of work, purchase orders, master service agreements and any other related. Supports scope of work and contracting efforts via agreement request form, and documents updates with internal departments and third parties, as needed.

* Assists with logistics in company events and activities.

* Support interdepartmental and/or cross functional projects and collaborate with other administrative staff to share best practices and coordinate initiatives.

* Performs other assignments as directed.

Education/Experience/Skills:

High school diploma and 4 years' related administrative experience supporting senior executives; associate's degree preferred. An equivalent combination of relevant education and applicable job experience may be considered. Pharmaceutical or biotech experience strongly desired.

Key Skills:

* Highly proficient with all MS Suites programs, including Word, Excel, and PowerPoint

* Professional ethics, integrity and the ability to maintain confidential information * Ability to work accurately, under pressure, and follow complex instructions

* Must be able to prioritize workload and work to tight deadlines in a fast-paced environment

* Strong analytical skills and the ability to comprehend complex instructions and maintain written records

* Demonstrated ability to schedule and coordinate multiple projects, priorities and resources

* Demonstrated ability to produce high quality work

* Ability to think through a project or task of some complexity and execute from beginning to end independently

* Effective organizational and time management skills, and be self-motivated

* Ability and willingness to learn new programs * Strong interpersonal skills, including tact, diplomacy, judgment and flexibility

* Proficiency at supporting effective interactions between team members and among cross-functional teams

* Ability to effectively share information and ideas within and outside of department in written or verbal form; able to put forth own ideas and gain understanding from others

* Ability to plan for the needs of the manager(s) supported

Scope:

Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks. Uses company objectives to resolve issues in effective ways. Demonstrates and exercises sound judgment in selecting methods and techniques for obtaining results. Works on moderately difficult issues where analysis of situations requires an in-depth evaluation of variable factors. Normally receives little to no instructions on day-to-day work, general instructions on new assignments.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, see, talk or hear in a standard office environment. Employee must occasionally lift and/or move up to 25 pounds.

All qualified applicants will receive consideration for employment without regard torace, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.