StaffWorks, LLC is hiring: Administrative Assistant in Carlsbad

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This range is provided by StaffWorks, LLC. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$25.87/hr - $38.83/hr

Direct message the job poster from StaffWorks, LLC

Outstanding Pharmaceutical company seeks Department Administrator to support the Chief Legal Officer and the VP of Legal (and their functional areas as needed). The ideal candidate will be experienced in handling a wide range of administrative support related tasks, including technical tasks; must be exceedingly well organized and flexible. This individual must be able to function effectively and independently in a variety of roles within a dynamic, interrogative, and fast-paced environment.

SUMMARY:

The successful candidate will report directly to the Chief Legal Officer and be a key member of the team to ensure demanding schedules, conflicting priorities and communication are managed effectively. The candidate will organize and streamline operations to ensure optimal effectiveness. The position will offer the ability to work closely with an experienced and tightknit biopharma team.

RESPONSIBILITIES:

•Assist CLO, VP of Legal, and other members of the Legal team with their daily, quarterly, and annually scheduled duties.

•Manage projects and conduct research to support projects and/or provide background for executive decision-making.

•Arrange meetings and conference calls including coordinating all meeting logistics, developing agendas, meeting materials etc.

•Manage and treat highly confidential information professionally and in accordance with expectation of executives.

•Anticipates executive’s needs and proactively bring together appropriate people and resources to support the executive in addressing these issues.

•Maintain paper and online records and follow procedures for retention, protection, retrieval, transfer, and disposal.

•Follow presentation deadlines and meeting dates to make sure supported individuals are aware of upcoming events/deadlines.

•Receive and interact with visitors.

•Arrange business travel and logistics.

•Prepare and process expense reports.

•Potential to support department budget.

•Maintain positive relationships with internal and external partners.

•Other duties as assigned.

REQUIREMENTS:

•Successful candidate will have 7+ years of experience supporting senior executives in an interrogative environment.

•A tenacious yet flexible problem-solver with an ability to manage complex tasks and prioritize competing demands in order to meet deadlines.

•Resilient, open, and adaptable to change; embraces feedback.

•Team player, who fosters collaboration and thrives in a fast-paced environment.

•Effectively manages up, as well as laterally and lower in the organization.

•Critical thinker who operates independently while demonstrating good judgment, an ability to be resourceful and proactive

•Consistently delivers a high quantity of high-quality work.

•Strong verbal and written communication skills

•Able to manage activities and schedules of multiple senior leaders with no supervision and maintain strict confidentiality.

•Excellent organizational skills, attention to detail and follow through to ensure outstanding execution.

•Strong relationship building and interpersonal skills, exhibiting patience, respect and grace under pressure.

•Display a high degree of maturity, honesty, trust, and integrity.

•Proficient in Microsoft Office Suite 365 (Outlook, Word, Excel, PowerPoint)

•Experience with Concur, Coupa, and Conga a plus.

•Biopharma experience preferred, yet not required.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Pharmaceutical Manufacturing

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