San Rafael, CA

Sr. Administrative Assistant

Senior Administrative Assistant
Location: San Rafael, CA(Hybrid)
7 month assignment (Great Potential to extend or convert
Pay Rate: $44/hr.

Summary:
The Senior Administrative Assistant will provide high-quality administrative support to the Pharmacovigilance and Clinical Medical Writing teams. This role requires a professional who is detail-oriented, effective in communication, and capable of managing interactions with external partners and internal departments. The ideal candidate will demonstrate excellent customer service skills, be outcome-oriented, and thrive in a fast-paced environment.

Key Responsibilities:

  • Proactively schedule, coordinate, and manage meetings and conference calls.
  • Handle all meeting logistics, including attendee availability, room setup, equipment setup, catering orders, meeting materials preparation, and distribution.
  • Take meeting minutes as requested and resolve timing conflicts to ensure appropriate attendance.
  • Arrange details for offsite meetings, including hotel bookings, restaurant reservations, catering, audiovisual equipment, and team-building events.
  • Assist with business travel planning and coordination in line with company policies.
  • Prepare and submit expense reports.
  • Order and maintain department office supplies.
  • Coordinate with IT to resolve technical issues.
  • Participate in onboarding activities for new hires.
  • Attend and participate in departmental meetings both onsite and offsite.
  • Manage leadership and department calendars, ensuring all meetings are planned and prepared.
  • Create and update project trackers, spreadsheets, and organizational charts.
  • Assist in preparing documents, flowcharts, and presentations.

Experience:

  • Bachelor's Degree and 4+ years of experience in an administrative assistant role supporting a large team.
  • Previous experience in pharmacovigilance and clinical medical writing within the biotech or pharmaceutical industry is a plus.
  • Expertise in Outlook and Microsoft Office applications, including Word, PowerPoint, Excel, Concur, and SharePoint.

  • Max. file size: 300 MB.