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Senior Administrative Associate

Company: Rangam Consultants Inc.
Location: San Francisco
Posted on: November 26, 2022

Job Description:

  • Pharmaceutical Development (Pharm Dev) is responsible for developing pharmaceutical dosage forms, associated manufacturing processes and delivery technologies for investigational medicinal products (IMPs) and marketed products in Client portfolio.
  • This is an SSF-based organization of approx. 110 people. Pharm Dev applies leading technical expertise to meet early-stage, late-stage and commercial product needs.
  • The candidate will provide administrative support to the leadership team (Pharm Dev LT) composed of 6-9 members, and carry some administrative responsibilities in support of the Pharm Dev functional excellence teams.
  • The successful candidate will succeed not just by completing tasks, but also by proactively identifying and anticipating the needs of the LT members, effectively leveraging company resources, and demonstrating flexibility in planning work activities to maximize Pharm Dev productivity.
  • The successful candidate also must have the flexibility to handle a large volume of routine and non-routine work while providing a consistently accurate work product.
  • The successful candidate must have strong, positive interpersonal skills and experience working across cultures and with individuals at all levels of the Client/Client organization.Duties:
    • Manage multiple schedules including global (US, EU) meetings, and meeting with external parties
    • Arrange, negotiate, coordinate and support meetings, events, and activities both on and off-site
    • Organize, disseminate and maintain documents and information, as per Pharm Dev best practices.
    • Develop, implement and continuously improve administrative work processes, procedures, and systems; ensure compliance with Pharm Dev and company policies.
    • Collaborate closely with other admins in the organization, including backing up each other.
    • Work within the broader admin team within PTD South San Francisco to ensure aligned work practices and leverage them for peer-to-peer learning
    • Manage deadlines related to business planning as well as other special projectsGeneral office responsibilities include but not limited to:
      • Coordinate hiring process, including scheduling and managing interviews
      • Schedule travel, and process payment and expense reports for sr. leaders in the organization, and facilitate obtaining travel documentation (e.g. visas)
      • Coordinate on boarding/off-boarding and maintain org charts
      • Manage visits by outside suppliers and contract manufacturers
      • Create and prepare presentation materials
      • Help setup contracts for consultants
      • Processing purchase orders (POs), tracking invoices and associated interactions with Contracts and Finance groups
      • Photocopying, distributing and filing documents
      • Document and data entry into on-line databases and document management systems
      • Maintain and update websites for various functional excellence teams and Pharm Dev
      • Order Pharm Dev office supplies; maintain photocopying equipment; disseminate mail and organize ("5S") / maintain mail/photocopy room
      • Order catering and other supplies for a variety of meetings and events
      • Track workspace allocation for Pharm Dev membersRequirements:
        • Experience in handling sensitive, confidential and complex information.
        • Strong communication skills (email, professional writing and verbal) and ability to interact with people at various levels (entry level up to Sr. VP)
        • Strong administrative organizational and technical skills that demonstrate attention to detail, ability to work independently and in teams, strong follow up skills, and ability to prioritize and manage multiple projects simultaneously.
        • Demonstrated problem solving and decision-making skills within agreed parameters.
        • Ability to type a minimum of 60 w.p.m.
        • Strong computer skills utilizing MS Word, PowerPoint, Excel, Google Apps (gMail, Docs, Sites, Drive, Calendar, Sheets,Forms, Slides, Hangouts), WebEx; experience with Sharepoint or similar document management system
        • Interest and capability to learn various software systems used at Client for management of assets and resources.
        • Excellent written and verbal skillsEducation & Experience
          • BA or equivalent experience (at least 5 years previous senior level administrative experience)

Keywords: Rangam Consultants Inc., San Francisco , Senior Administrative Associate, Accounting, Auditing , San Francisco, California

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