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Senior Administrative Assistant

The Senior Administrative Assistant provides primary high-quality administrative support to three Commercial Department Heads (Market Access and Patient Services, Commercial Ops, and US Sales). The Administrative Assistant is professional, flexible, attentive to detail, able to work and make decisions independently of direct supervision, think out of the box, keep a step ahead of any upcoming issues, and maintain a sense of perspective and humor.  This professional is effective in communications and management of interactions with external partners as well as personnel in other departments of the Company. 


 

General Administration

  • Provide general administrative support to the Executive Directors of Market Access and Patient Services, Commercial Operations, and US Sales
  • Schedule, coordinate and manage meetings/conference calls and related activities including all on-site meeting logistics such as: availability for attendees, meeting room and equipment set up, catering orders, set up and break down, meeting materials preparation and distribution, and taking meeting minutes as requested. Work with department heads to resolve timing conflicts in order to ensure appropriate attendance
  • Assist with recruiting efforts by working with HR on interview scheduling, coordination of schedules and hosting of candidate. Participate in new hire on-boarding activities (IT set up, introductory meetings scheduled, IProcurement, Concur and travel training)
  • Liaise with Events Planning Group: Arrange details for departmental offsite meetings (e.g. coordinate with Events Planning Group to book hotel, make restaurant reservations, choose food for catered meals, reserve audio visual equipment, research and schedule team-building events)
  • Assist with business travel planning and coordination in accordance with BMRN travel policy

  • Prepare expense reports for submission to company application
  • Facilitate ordering and maintenance of department office supplies
  • Coordinate with IT to resolve computer and other technical issues
  • Attend and participate in relevant functional on- and off-site meetings

 

Department Support

  • Work in San Rafael Corporate Office for optimal cross-functional interdepartmental interaction
  • Assist with department contract requests for submission into BioMarin contract management system; Work with other departments outside of Commercial to track, follow-up, and communicate contract status updates to applicable parties on an ongoing basis; Create/update department project trackers/spreadsheets
  • Maintain filing system for key documents and maintain in BioMarin document management systems
  • Assist in the preparation and distribution of documents, binders, flowcharts, and presentations
  • Other duties include but not limited to: manage requests and inquiries from internal and external invoice payments processing, tracking and follow-up; complete requests for non-disclosure agreements, consulting agreements and other contracts using Ariba software 

  • Effective task planning and coordination abilities, including a proven ability to multi-task under pressure and deadlines 

  • Requires instructions only on new assignments
  • 5-10% local travel
  • Minimum of two years of related experience
  • Experienced at using standard office software applications, such as Outlook, Microsoft Office (proficient in WORD, PPT and EXCEL), appropriate for the function supported
  • Responsive to deadlines, detail-oriented, and able to prioritize multiple tasks
  • Excellent communication and interpersonal skills.  Good sense of humor, “plays well with others”
  • Applies acquired job skills and company policies/procedures to complete assigned tasks that are typically semi-routine in nature
  • Quick learner and able to work proactively and independently on most tasks, following established guidelines

 

Bachelor's degree preferred

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