Administrative Assistant

Highly Competitive
  1. Permanent
  2. Administrative
  3. United States
San Mateo, California
Posting date: 20 Feb 2019

ProClinical is advertising a vacancy for an Administrative Assistant with a leading US biopharmaceutical organisation with a solid commercial portfolio of life-saving drugs. This company, which prides itself on its innovation and unmatched quality, is seeking for a talented and experienced individual to join their team in California.

Job Responsibilities:

  • Providing administrative and clerical support to an individual manager, department, or group of managers.
  • Coordinating functional administrative activities, which support clinical trials, medical information, sales, and other various departments.
  • Providing administrative and clerical support to the department's interview process, which includes creating and distributing agendas, collecting assessment forms, scheduling, and making travel arrangements.
  • Organising and schedule extra-department meetings.
  • Ensuring computer equipment, and all new hire materials, are arranged for the persons first day.
  • Tracking and verifying data using a variety of software to conduct data entry and sorting of information.
  • Tracking department budget as directed by immediate manager.
  • Creating or assisting in the creation of presentation materials and drafting technical documents as needed.
  • Manipulating Excel spreadsheets into different sorts and formats, working with Word, and using PowerPoint documents as directed by immediate manager.
  • Gathering, collecting, recording, tracking, and verifying relatively complex data and information from multiple sources.
  • Liaising with external agencies or organisations to coordinate activities which are important to the function of the department.
  • Publishing meetings.
  • Coordinating travel reservations and expense reporting.
  • Printing and making copies for Briefing book submissions.
  • Ordering OPDP submission/Archive supplies.
  • Coordinating meetings domestically and internationally.
  • Organising team building events.
  • Setting up interviews and conducting new employee/contractor onboarding.
  • Purchasing orders and invoicing of contractors.
  • Using Oracle for invoicing.
  • Processing expenses via Concur.

Skills and Requirements:

  • A Bachelors' degree.
  • Experience as an Administrative Assistant desirable.
  • Strong interpersonal skills, including communication, leadership, relationship management, and influencing.
  • Demonstrable computer software skills, including MS Office, Oracle, and Concur.
  • Strong organisational skills, including scheduling, travel booking, and expense reporting.
  • A flexible mindset that is suited to dealing with multiple projects in a timely manner.

To Apply:

Please click on the Apply button. Please include a short note outlining why you are interested in the role and why you think you are suitable.

In case you have difficulty in applying or if you have any questions, please call Corrin Pyle on +1 267-435-8555 or upload your CV on our website -

A full job description is available on request.

ProClinical is a specialist employment agency and recruitment business, providing job opportunities within major pharmaceutical, biopharmaceutical, biotechnology and medical device companies.