Administrative Coordinator

Highly Competitive
  1. Permanent
  2. Administrative
  3. United States
San Mateo, California
Posting date: 24 Jun 2019

ProClinical is advertising a vacancy for a Country Approval Specialist Submissions position with an international contract research organisation. The company, which provides drug discovery, lifecycle management, and laboratory services, is seeking for a driven and talented individual to join their company in their Brussels office. This is an exciting opportunity to work with a company that provides innovative ideas behind multiple pharmaceutical sectors.

Job Responsibilities:

  • Providing administrative and clerical support to an individual manager and department.
  • Coordinating agendas for department meetings and drafts minutes.
  • Spending significant amount of time coordinating functional administrative activities that support the Regulatory Documentation and Submissions department.
  • Collaborating with other Administrative Assistants in Regulatory Affairs to provide cover and assist them with other duties.
  • Providing administrative and clerical support to the department's interview process, which includes creating and distributing agendas, collecting assessment forms, and scheduling and making travel arrangements.
  • Creating purchase orders, working with space planner to assign/finding office space, book events, travel, and process expense reports.
  • Ordering office supplies as needed by individual or team.
  • Organizing and scheduling department meetings; working with the AV support group to ensure video conferencing is seamless; organizing catering for meetings
  • Ensuring computer equipment and that all new hire materials are arranged for people's first day at the company.
  • Owning and updating Outlook distribution lists and maintaining them throughout the year, managing multiple calendars for Senior Leadership when needed.
  • Creating, or assisting in the creation of, presentation materials.
  • Manipulating Excel spreadsheets into different sorts and formats and working with Word and PowerPoint documents as directed by immediate manager.
  • Gathering, collecting, recording, tracking, and verifies relatively complex data and information from multiple sources.
  • Liaising with external agencies or organizations to coordinate activities that are important to the function of the department.
  • Leading the onboarding of new contractors.
  • Maintaining and updating any instructions or tools for contractor onboarding. Address administrative issues for RDS contractors.
  • Tracking and archiving monthly invoices for Medical Writing.
  • Supporting the collection, analysis, and communication of contractor metrics.

Skills and Requirements:

  • A minimum of a high school diploma.
  • At least 2 of years administrative experience.
  • Requires knowledge and understanding of administrative and office policies and procedures.
  • Refers to specific and detailed procedures and instructions.
  • Typically works under limited supervision and may receive general direction on new lines of work or special assignments.
  • 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 Sherron Howard at +1 267 435 8600 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.