Senior Administrative Assistant

Senior Administrative Assistant 6-Month Contract Hybrid (as needed) in San Rafael, CA (approximately 5 days/month onsite) Must be able to work on a W2 Requirements Provide primary administrative support to the Head of Global Pharmacovigilance and the broader Global Patient Safety (GPS) team. Serve as a central point of contact, facilitating communication and supporting operational and project-based activities across departments. Proactively schedule and coordinate meetings and conference calls, including calendar management, room reservations, technical setup, catering coordination, preparation of materials, and recording of meeting minutes as needed. Anticipate and resolve scheduling conflicts to ensure productive and well-attended meetings. Oversee logistics for offsite meetings and team events, including hotel and restaurant bookings, catering arrangements, and team-building activities. Arrange business travel in accordance with company policy, managing flight, accommodation, and transportation bookings while adhering to budgetary and compliance requirements. Prepare and process expense reports accurately and promptly using systems such as Concur, ensuring complete documentation and timely reimbursement. Monitor and replenish departmental office supplies to support daily operations. Act as liaison for IT-related issues, facilitating timely resolution to support team productivity. Actively participate in on-site and off-site team meetings to support communication and operational continuity. Maintain and coordinate calendars for department leadership and team members. Submit and track departmental contract requests within the contract management system, ensuring accurate status monitoring. Monitor and reconcile departmental invoices to ensure financial accuracy and timely payment. Develop and maintain project trackers and spreadsheets, follow up on deliverables, and support status reporting. Organize and maintain departmental files within the document management system to ensure accessibility and preservation of institutional knowledge. Update and maintain departmental contact lists and organizational charts. Manage multiple priorities in a fast-paced, deadline-driven environment with strong attention to detail. Utilize Microsoft Office Suite, Concur, SharePoint, and other business tools to support efficient workflow. Communicate effectively with internal and external stakeholders, demonstrating professionalism, discretion, and sound judgment. Work independently, quickly learn new tasks, and proactively anticipate departmental needs. Qualifications Minimum of 5 years of administrative experience within the biotechnology or pharmaceutical industries. Experience supporting pharmacovigilance functions highly desirable. Bachelors degree highly preferred.

Created: 2026-03-04