Administrative Coordinator III

Highly Competitive
  1. Permanent
  2. Administrative
  3. United States
San Mateo, California
Posting date: 25 Mar 2019

ProClinical is advertising a vacancy for an Administrative Coordinator III position with a leading pharmaceutical research company. The organization prides itself on its solid commercial portfolio of life-saving drugs within a number of therapy areas, along with a growing pipeline of investigational drugs and an unmatched patient access program. Based in the company's California office, this is an exciting opportunity to work with an internationally renowned company and support their innovative impact on the healthcare field.

The Administrative Coordinator will provide the full continuum of administrative support to the Executive Director of Operations, Access Operations, and Emerging Markets. They will report to the Executive Director of Operations, Access Operations, and Emerging Markets.

Job Responsibilities:

  • Managing and coordinating the Executive Director of Operations calendar and schedule, including meetings, conference calls, and external events; anticipating changes and making adjustments in a timely fashion.
  • Coordinating complex travel arrangements which include the application of visas to multiple countries.
  • Processes expense reports.
  • Creating work orders, POs, and tracking invoices for the Operations department.
  • Working in close collaboration with the other Access Operations & Emerging Markets administrative assistants, around cross-departmental activities and needs.
  • Working closely with senior level team members, executives, and senior level administrators throughout the organization, as well as VIP delegations.
  • Arranging job interviews for potential candidates, which includes creating and distributing agendas, scheduling and making travel arrangements, and collecting assessment forms.
  • Writing meeting agendas and providing administrative and organizational support in organizing and conducting team meetings and large events, as needed.
  • Planning and organizing team lunches and other departmental gatherings, including catering.
  • Providing technical support to meetings as needed.
  • Keeping Access Operations & Emerging Markets organizational charts updated.
  • Ensuring computer equipment and all new hire materials are arranged for new hire onboarding.
  • Uploading Operations contracts and agreements.
  • Onboarding new vendors into the system.
  • Tracking Operations department budget, as directed.
  • Creating, or assisting in the creation of, presentation materials and drafting technical documents as needed.
  • Providing direction and training to other department assistant, which may include new hire on-boarding, developing new department procedures, etc.
  • Purchasing office supplies.
  • Uploading information in SharePoint and keeping the different platforms updated.
  • Creating dashboards and providing support in the creation of PowerPoint slide decks as needed.
  • Keeping the contracts/agreement matrix updated.
  • Administering Adobe E-Sign.

Skills and Requirements:

  • At least a High School Diploma, with a Bachelor's Degree preferred.
  • 8-10 years of administrative experience.
  • A knowledge and understanding of administrative systems, policies, and procedures.
  • Knowledge of Spanish preferred.
  • Good proofreading and editing skills for technical documents.
  • Demonstrable multitasking, project management, and execution skills.
  • Good interpersonal skills, including communication, presentation, persuasion, and influence.
  • Good organisational skills, including efficiency, punctuality, and collaboration in a team environment.
  • Proficiency with computer skills, such as MS Office.

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 contact Allison Stevens at 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.