Senior Administrative Assistant

Title: Senior Administrative Assistant
Job Type: Contract
Contract Length: 6 months
Pay Range: ~30-33/hr
Start Date: ASAP
Location: Hybrid - San Rafael, CA (approx. 5x per month)

About the Opportunity:

Our client, a leader in Biotechnology/Pharmaceuticals, is looking for a skilled Senior Administrative Assistant to join their team for a 6 months engagement. This project involves providing primary administrative and operational support to the Head of Global Pharmacovigilance and the wider Global Patient Safety (GPS) team. This is a high-impact role that requires a self-motivated professional who can hit the ground running and deliver results quickly.

Key Responsibilities & Deliverables:

This role is focused on the successful completion of specific tasks and deliverables. Your responsibilities will include:

• Meeting Coordination: Proactively schedule and organize meetings and conference calls, including reserving spaces, arranging technical setup, coordinating catering, preparing materials, and recording minutes as needed.
• Offsite Event Management: Oversee logistics for offsite meetings, including hotel/restaurant bookings, catering, and planning team-building activities.
• Travel Coordination: Arrange all business travel (flights, accommodation, transportation) in accordance with company policy.
• Expense Management: Prepare and process expense reports accurately and promptly using systems such as Concur.
• Office Supply Oversight: Monitor and replenish departmental supplies.
• Technical Liaison: Serve as the point of contact for IT-related issues.
• Meetings Participation: Actively participate in GPS meetings to contribute to effective communication and operational continuity.
• Calendar Management: Maintain and coordinate calendars for GPS leadership and the broader department.
• Contract Administration: Submit and track department contract requests within the contract management system.
• Invoice Tracking: Monitor and reconcile departmental invoices.
• Project Tracking: Develop and maintain departmental project trackers and spreadsheets, follow up on deliverables, and synthesize information for status reporting.
• Document Management: Organize and maintain departmental files within the document management system.

Required Skills & Experience:

We are looking for someone with a proven track record of successful contract engagements. The ideal candidate will have:

• 5+ years of administrative experience in the biotechnology or pharmaceutical industries. Experience supporting pharmacovigilance functions is highly desirable.
• Deep expertise in SAP/SRM contract management experience, and advanced knowledge of Microsoft Office Suite, Concur, and SharePoint. This isn't a learning role—you need to be a subject matter expert.
• Demonstrated ability to work autonomously and manage your own time effectively to meet project goals, with a commitment to meeting deadlines and ensuring thorough, accurate work products.
• Experience with planning and coordination of multiple tasks and priorities in a fast-paced environment.
• Strong communication skills to provide clear and concise status updates to the project team and foster professional interactions with internal and external partners.
• Bachelor’s degree highly preferred.

W2 only (No C2C or 1099 contractors)

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