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Senior Administrative Assistant

Compass Consulting

San Rafael, CA

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JOB DETAILS
SKILLS
Administrative Skills, Billing, Budgeting, Calendar Management, Catering Services, Communication Skills, Conference Management, Contract Management, Corporate Policies, Detail Oriented, Document Management, Documentation, Expense Reports, File Maintenance, GPS (Global Positioning System), Genetic Diseases, Information Technology & Information Systems, Leadership, Logistics, Microsoft Office, Microsoft SharePoint, Multitasking, Negotiation Skills, Operational Communications, Operations, Organizational Skills, Pharmacovigilance, Plan Meetings, Presentation/Verbal Skills, Regulatory Compliance, Reimbursement, Resource Management, Restaurant, Spreadsheets, Time Management, Travel Planning, Willing to Travel, Writing Skills
LOCATION
San Rafael, CA
POSTED
30+ days ago
Our client focuses on developing first-in-class and best-in-class therapeutics that provide meaningful advances to patients who live with serious and life-threatening rare genetic diseases.

Position Structure and Reporting:

This position directly supports the Head of Global Pharmacovigilance. The Senior Administrative Assistant is positioned at the core of departmental activities, requiring sound judgement, discretion, and the ability to effectively engage with stakeholders across departments. As a central point of contact, the assistant facilitates communication and supports a wide range of operational and project-based needs.

Primary Responsibilities:
  • Proactively schedule and organize meetings and conference calls, ensuring availability of all participants, reserving meeting spaces, arranging technical setup, coordinating catering, preparing materials, and recording minutes as needed. The assistant must anticipate and resolve scheduling conflicts to ensure meetings are productive and well-attended.
  • Oversee logistics for offsite meetings, including hotel and restaurant bookings, catering arrangements, and planning team-building
  • activities. This responsibility involves thorough research, negotiation, and organizational skill to deliver seamless events in line with departmental objectives.
  • Arrange all business travel in accordance with company policy, managing flight, accommodation, and transportation bookings while adhering to budgetary and compliance requirements and considering traveler preferences.
  • Prepare and process expense reports accurately and promptly using systems such as Concur, ensuring full documentation and timely reimbursement.
  • Monitor and replenish departmental supplies, ensuring availability of materials necessary for daily operations.
  • Serve as the point of contact for IT-related issues, facilitating timely resolution and supporting ongoing productivity for GPS team members.
  • Actively participate in GPS meetings, both on-site and off-site, contributing to effective communication and operational continuity.
  • Maintain and coordinate calendars for GPS leadership and the broader department, preparing for and supporting team and staff meetings.
  • Submit and track department contract requests within the contract management system, ensuring accurate status monitoring.
  • Monitor and reconcile departmental invoices, ensuring financial accuracy and timely payments.
  • Develop and maintain departmental project trackers and spreadsheets, follow up on deliverables, and synthesize information for status reporting.
  • Organize and maintain departmental files within the document management system, ensuring accessibility and safeguarding institutional knowledge.
  • Regularly update departmental contact lists and organizational charts to reflect changes and facilitate efficient communication.
  • Ability to manage multiple tasks and priorities in a fast-paced, deadline-driven environment while maintaining attention to detail.
  • Advanced knowledge of Microsoft Office Suite, Concur, SharePoint, and other business tools required for efficient workflow.
  • Strong written and verbal communication skills to foster professional interactions with internal and external partners.
  • Commitment to meeting deadlines and ensuring thorough, accurate, and compliant work products.
  • Demonstrated ability to work independently, quickly learn new tasks, and proactively anticipate departmental needs.

About the Company

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Compass Consulting