Administrative Assistant IV

3 weeks ago

Irvine, United States US Tech Solutions, Inc. Full time
STAR Program Contractor Request
Length of Contract: 1 year, with potential for extension to 2 years
Schedule Type: Is this WFH Model (3:2) or Onsite? strong preference for 5 days onsite, but some flexibility on Mondays and Fridays can be offered
Location: Irvine California

ADMIN Assistant IV Pharmaceutical Scientific Development
  • Provides administrative support to director-level management and their organizations. Has previous on-the-job experience at advanced levels and requires minimal supervision. Has knowledge and experience to handle the following: expense reporting, maintaining calendar activities, coordinating meeting schedule and trip itineraries, maintaining administrative records, files, log systems, office areas, equipment, and supplies, greeting and directing visitors, and helping to coordinate departmental events.
  • Handles confidential information regularly and may be responsible for two or more special projects per year.
  • The employee must conduct their work activities in compliance with all internal requirements and with all applicable regulatory requirements, including compliance with ethics, environmental health and safety, financial, human resources, and general business policies, requirements and objectives. Possesses excellent interpersonal and communication skills.
  • Experience Level: 7+ Years
KEY DUTIES AND RESPONSIBILITIES:
  • General Administration: Maintain complex appointment calendars for senior leaders in Combination Product Development's and Biologics CMC Development’s Irvine location. Schedule and organize meetings, reserve meeting spaces, coordinate audio/visual equipment setup with IT, publish agendas, make luncheon arrangements, organize site visits, tours, and other departmental activities.
  • Prepare memos, letters, reports, presentations, charts, tables, graphs, and other business correspondence, either independently or from written/verbal instructions.
  • Copy and distribute correspondence in a timely and efficient manner.
  • Coordinate interview scheduling, onboarding of new hires, and space planning for the department.
  • Maintain department files and filing system in an organized fashion.
  • Track regulated documents and compliance training.
  • Ensure general upkeep of common areas and facilities cleaning requests.
  • Process incoming and outgoing mail.
  • Order/maintain both office and computer supplies, coordinate lab coat orders, and arrange for office equipment maintenance.
  • Assist with vendor lookup, adding new vendors as needed and submitting capital expense requests and other equipment/supply orders.
  • Ensure confidential handling of sensitive information.

Travel Assistance:
  • Manage travel arrangements for senior leaders.
  • Coordinate schedules, flights, hotel, seminar registrations, and ground transportation; prepare itinerary packet prior to travel dates.
  • May assist other team members in coordinating travel as needed.
  • Manage all aspects of expense reporting: prepare expense reports, expedite and track processing of all expense reports, and/or check requests.
  • Ensure reconciliation of reimbursement with expense reports and maintain copies of expense reports and receipts.
Business Correspondence Administrative Support:
  • Provide administrative support in the assembling of contract requests and agreements in an accurate and timely manner.
  • Coordinate the drafting, approval and execution of contracts as directed.
  • Upload contract information in Department Contracts repository and database.
  • May include initiating check requests and coding miscellaneous invoices.
Additional Support:
  • Duties may include assembling and editing Quarterly Reports/Highlights and supporting group SharePoint sites.
  • May help assist in planning department activities both onsite and offsite.
Education and Experience
  • Associate degree in AA (Administrative Assistant) plus 5-7 years of office work experience with increasing responsibilities. Bachelor’s Degree is desirable.
  • Advanced knowledge of word processing, graphic presentation and computer software related to specific tasks.
  • Experience with technical writing is highly desirable.
Essential Skills and Abilities
  • Demonstrated excellent computer, word processing, and online database skills with special emphasis on calendaring, presentation, and spreadsheet capabilities (Microsoft Excel, Power Point, Outlook, Zoom and MS Teams).
  • Familiarity with SAP and ePRO is a plus.
  • A basic understanding of science is not required but beneficial.
  • Excellent communication and interpersonal skills with the ability to effectively communicate with all levels of management and both internal and external stakeholders.
  • Creative, flexible, well organized, resourceful, proactive and detail oriented.
  • Excellent judgment in handling confidential, legal, or sensitive information.
  • Ability to work independently, set priorities and handle multiple tasks with a high level of efficiency and little or no supervision.
About US Tech Solutions:
US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com.

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.Learn More

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