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  • San Francisco, CA
  • Kevin Brotherson

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Administrative Assistant with Pharmaceutical Experience

Alpha Consulting • San Francisco, CA

Posted 12 days ago

Job Snapshot

Degree - 2 Year Degree
Biotechnology, Pharmaceutical
Admin - Clerical

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Job Description


Project Description:
The Administrative Assistant serves to meet the administrative support needs of leadership and/or executive team members while exercising the highest levels of discretion and judgment in doing so. The Administrative Assistant primarily delivers on organizational support, planning and execution to ensure both leaders can effectively drive business strategy for Acerta. The Administrative Assistant also serves as a liaison to the executive and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Administrative Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and patient oriented.
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. They possess proactive communication skills both internally and externally and representing the combined group to set a culture of integrity, openness, honesty, transparency and accountability. This role has a key part to play in driving our corporate culture.
  • Completes a broad variety of administrative tasks for the Leader's including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the Leader's schedule is followed and respected. Provides "gatekeeper " and "gateway " role, creating win-win situations for direct access to the Leader's time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Leader's, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Leader's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the Leader's to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer, " having a sense for the issues taking place in the environment and keeping the Leader's updated.
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Leader's, some of which may have cultural and organizational impact.
  • Successfully completes critical aspects of deliverable s with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Leader's ability to effectively lead the teams.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Senior Management Liaison:
  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.

  • Facilitates cross-divisional coordination of travel and outreach plans.

Communications, Partnerships, and Outreach:
  • Edits and completes first drafts for written communications to external stakeholders

Strategic Initiatives:
  • Works with the Strategic Initiatives team in coordinating the Leader's outreach activities.
  • Follows up on contacts made by the Leader's and supports the cultivation of ongoing

  • New Employees / Entry preparation.
  • Organize interviews.
  • Liaise with Training Department to arrange welcoming and induction package.
  • Liaise with IT in order to organize desk, hardware, software etc.
  • Liaise with the responsible Manager in order to find out special needs.
  • Prepare meeting schedule of the first working days.

Required Skills:
  • Five or more years of secretarial and administrative experience working with high level managers or executives in complex environments.
  • 2+ years college required, bachelor's degree preferred.
  • Solid written and verbal communication skills.
  • Ability to make decisions and work independently, while adhering to pre-established guidelines.
  • High attention to detail but able to work within the "big picture .
  • Ability to work with high-level officers, internally and externally.
  • Deep understanding of confidentiality requirements and proven ability to manage sensitive information.
  • Must work well in teams.
  • Excellent communication skills (verbal, written). Excellent etiquette.
  • Excellent computer skills (MS office suite software), 10-key, telephone.
  • Fluent in English.
  • Experience as administrative assistant in an international environment.
  • Experience as administrative assistant in the pharmaceutical company.
  • Good communication skills.
  • Good organizational skills.
  • Good team player with interpersonal skills.
  • Ability to work in the multi-cultural environment.
  • Ability to manage different kind of tasks and prioritize.
  • Ability to work under pressure and with frequent interruptions.
  • Ability to work independently.
  • Ability to handle confidential and personnel information with integrity and total discretion.
  • Reliable and task follow-up with self-initiative.
  • Attention to detail and accuracy.
  • Flexibility.
  • Good working attitude and motivation.
  • Handle tasks proactively.

This 6+ month position starts ASAP.

Please E-MAIL your resume (attachment to email) with rate and availability to Kevin: [Click Here to Email Your Resumé]

Job ID: 19-00073
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