Pharmaceutical Admininistrative Assistant - Foster City, CA

Tue-Wed-Thu (collaborative days) with flexibility to come in Mon and Fri as needed.

Knowledge:

Specific job responsibilities:

• Provides administrative support to supply chain teams for calendar management and travel arrangements.
• Manage new hire and contract worker onboarding process to include scheduling introductory meetings, initiate IT onboarding equipment ordering, request/assign workspace.
• Process POs using SAP system.
• Prioritize workload involving multiple projects/timelines.
• Familiar and verse at using software programs (MS Office, Teams and SharePoint Online).
• Under manager’s direction, create draft reports, documents, presentations, and templates using raw data. Incumbent may also gather data using internet searches.
• Responsible for coordinating events which includes the planning, organizing and implementation of several event activities.
• Liaise with guests to assess needs and coordinate activities such as travel, hotel, expense reports and tools and materials for presentations.
• Correspond directly with vendors/suppliers.
• Act as a resource to other administrative assistants and have working knowledge as back up to the Administrative Coordinator if they are out of the office.
• Keep the bigger picture in mind and influence workflows accordingly.

Experience & Skills:

• Excellent verbal, written, and interpersonal skills are required.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills of technical documents.
• Experience with data management and advanced knowledge and experience using several office SW, i.e. MS Office, Teams, SharePoint Online required.
• Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.
• Proven administration experience within a fast-paced organization supporting senior level management.
• Knowledge of and/or willing to independently learn the company’s administrative processes and systems.
• Keen to take the initiative.
• Resilience under pressure will be a distinct advantage in the role.
• Forward thinking with excellent communication and high-level organizational skills.
• Comfortable working with ambiguity in an individual or team environment.
• A BA or BS degree is preferable. Requires a minimum of a high school diploma plus strong administrative experience.

Behaviors:

• Resilient profile with the ability to deliver in an ambiguous environment
• Ability to engage and manage multiple stakeholders to achieve the objectives
• Curious with learning agility
• Operational excellence
• Organized with systematic approach to prioritization
• Process-orientated to achieve the business objective

Required Years of Experience:

• 5-7 years with progressive/increase of responsibilities

Top 3 Required Skill Sets:

• Experience supporting multiple leaders, attention to detail, able to work independently with little supervision, able to pivot quickly when priorities change at a moment’s notice.

Top 3 Nice to Have Skill Sets:

• mature, calm, friend, approachable demeanor.

Unique Selling Point of this role:

• while the volume of work and deadlines can be daunting, the exec directors and others in the dept are reasonable, fair and supportive.
• Required Degree or Certification not applicable.

Any Disqualifiers

• Must have a good grasp of the English language (speaking and writing).

Job Type: Contract

Pay: $39.00 - $40.00 per hour

Benefits:

• Dental insurance
• Health insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• MS Office, Teams, SharePoint Online: 1 year (Required)
• Pharmaceutical Admin: 2 years (Required)
• Executive administrative support: 6 years (Required)

Work Location: In person

Salary : $39 - $40