Project Manager/ Corporate Assistant

Highly Competitive
  1. Contract
  2. Administrative, Project Management
  3. United States
San Francisco, California
Posting date: 08 Feb 2019

A leading US biopharmaceutical organisation with an extensive commercial portfolio of life-saving drugs within a number of therapy areas is advertising a new Project Manager/Corporate Assistant position through ProClinical. This company, which boasts a growing pipeline of investigational drugs, is looking for a hard-working individual to come on board their team in California on a contract basis.

In response to the ongoing growth of the organisation, the Talent Acquisition (TA) foundation is bringing on a Project Manager and Corporate Assistant, who will bring high-level project management and administrative support to the Global Head of Talent Acquisition & Mobility and handle all administrative matters.

Job Responsibilities:

  • Proactively managing communication, screening calls, answering email inquiries, communicating messages, redirecting calls, and responding to urgent inquiries from global sites, and internal/external stakeholders over multiple time zones.
  • Establishing, maintaining, and managing key stakeholder meetings, HRLT and direct reporting (121), including recurring meetings, prioritising appropriately, and using good judgement and solving complex scheduling/meeting planning.
  • Overseeing PO Management and budget control, based on the master spreadsheet; planning office space and allocating for TA function.
  • Taking responsibility for TA all-hands meeting logistics and working in partnership with relevant team members on events for TA and the company.
  • Pulling relevant management reports and decks where required.
  • Taking responsibility for PMO for high-performing teams and development programs.
  • Providing exceptional attention to detail in all efforts and outputs.
  • Anticipating potential changes or shifts in priorities amidst simultaneous demands for attention.
  • Scheduling and coordinating complex meetings. This includes, but is not limited to, attendee communications, venue management/coordination, audio/video set-up and management as needed, catering and program material preparation (i.e., TA Leadership Team Monthly, All Hands TA, Reporting and Dashboard month meetings, and others as identified).
  • Providing overall data management.
  • Soliciting needed data from multiple sources, organising, and compiling in formats to facilitate analysis and presentation.
  • Establishing, updating, and maintaining files, inventories, records, etc., as necessary, including paper, electronic, and other platforms.
  • Tracking and driving completion of key deliverables, proactively following up on outstanding items.
  • Providing innovative, creative, and time-tested methods and procedures for fostering continuing improvement to practices or processes.
  • Upholding the strictest confidentiality on information gleamed as part of responsibilities.
  • Handling highly confidential information and documents with discretion and confidentiality.
  • Collaborating and driving results in a complex global organisation during times of change, evolution, and transformation.
  • Demonstrating an adaptive, flexible, and effective work style across varied types of clients, senior level leaders, and front-line team members that are geographically dispersed.
  • Communicating and coordinating early and clearly with other Project Managers and Administrative staff supporting the Leadership Team, staff, and external contacts, so as to effectively plan schedules.
  • Managing and reconciling expense reports and purchase requisitions.
  • Maintaining files and managing invoice approval and submission to assist with monthly budget forecasts.

Skills and Requirements:

  • At least a bachelor's degree in a relevant field, or equivalent.
  • At least 5 years of administrative experience, preferably in a fast-placed environment; C-level executive administration experience preferred.
  • Proven track-record of performance, results, meeting deadlines, successfully managing administrative processes, and maintaining a positive 'can-do' attitude.
  • Expertise in Microsoft Office Suite, along with an ability to learn company-specific software or system tools.
  • Comfort in making and giving presentations, and proficiency in Excel.
  • A professional, authentic, approachable, and diplomatic nature, with proven inter-personal skills.
  • Experience in supporting global organisations.
  • Excellent organisational skills, along with capability to prioritise and manage multiple projects.
  • Demonstrable ability to partner with other administrative professionals to manage competing needs and schedules.
  • Excellent communication, persuasion, and collaborative capabilities.

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.