Administrative Associate III

South San Francisco, California 94080 | Contract

Post Date: 02/15/2018 Job ID: 3883 Industry: Administration

Our client is a leading biotechnology company that discovers, develops, manufactures and commercializes medicines to treat patients with serious or life-threatening medical conditions. They  are among the world' s leading biotech companies, with multiple products on the market and a promising development pipeline.


  • Manage multiple calendars for Sr. Director, Leadership Team, Dept. meetings, global (US, EU) meetings, and meeting with external parties.
  • Arrange, negotiate, coordinate and support meetings, events, and activities both on and off-site
  • Collaborate closely with other admins in PTD, including providing back up support, attending monthly PTD Admin Meetings to ensure aligned work practices and leverage them for peer-to-peer learning
  • Coordinate Monthly Lecture Series Events with speakers and sponsors. Generate poster, send out sign-up sheets for distribution, and registrant invites 
  • Provide administrative support, including, but not limited to:
  • Schedule and coordinate meetings and appointments  
  • Arrange and set up teleconference, Webex, video conferences (VC), and/or telepresence for various meetings
  • Order catering and other supplies for a variety of meetings and events 
  • Reviewing/answering/writing and distributing emails
  • Book travel arrangements for Sr. Director and Leadership Team
  • Submit and reconcile expense reports
  • Coordinate hiring process, including scheduling and managing interviews
  • New employee onboarding/off-boarding setup
  • Data entry into on-line resource management systems and tracker
  • Update/maintain org charts and email distribution lists
  • Submit Statement of Works (SOWs), generate and process purchase orders
  • Follow up and track invoices, and submit for payment
  • Photocopying, distributing and filing documents
  • Order and maintain office supplies • Sort and distribute mail in designated Mailstop areas
  • Track office allocation (i.e., space planning) for department members




  • Computer savvy and highly proficient with Google Suite applications a must (e.g., Gmail, gCal, google slides, google sheet, google forms, google drive, and google hangouts/meet.
  • Experience with Sharepoint, Touchpoint, or similar document management system a plus -
  • Proficiency in MS Office Suite (MS Excel, MS Word, MS Powerpoint in particular)
  • Extremely organized.
  • Strong multi-tasking and time management
  • Ability to juggle multiple projects with superb accuracy, strong sense of urgency to help prioritize projects, and achieve deadlines under pressure
  • Timely follow up and follow through to completion on project tasks
  • Ability to work with confidential, sensitive, confidential documents and complex information.
  • Strong administrative organizational and technical skills, along with research skills, analytical and problem solving skills, that demonstrate attention to detail and decision-making skills
  • Excellent communication skills (e.g., email, professional writing, and verbal) and ability to interact with people at various levels (entry level up to Sr. VP)
  • Exceptional customer service skills, over the phone and in person, with our customers and internal dept.
  • Only local candidates will be considered.
  • Must be able to work Monday to Friday, typical hours of 7 a.m. – 4 p.m., unless an early or late meeting/event is scheduled.



  • Bachelor’s degree or equivalent years of administrative experience in a corporate setting. Proven experience as an administrative assistant/associate
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