Senior Administrative AssistantLocation Novato, California Apply
BioMarin’s Technical Operations group is responsible for creating our drugs for use in clinical trials and for scaling production of those drugs for the commercial market. These engineers, technicians, scientists and support staff build and maintain BioMarin’s cutting-edge manufacturing processes and sites, provide quality assurance and quality control to ensure we meet regulatory standards, and procure the needed goods and services to support manufacturing and coordinating the worldwide movement of our drugs to patients. Come join our team and make a meaningful impact on patients’ lives.
We are seeking a Senior Administrative professional who is comfortable working in a fast-paced and dynamic environment. This position reports to the Vice President, Global Quality Operations and will work with other Admins on departmental events and projects. As an integral member of the Quality Leadership Team, the successful candidate will design and implement best practices in both the administrative area as well as provide insight into streamlining complex and critical processes that generate improved outcomes. This may include supporting other Quality efforts as required, such as coordinating international visits, routing documents for approval, scanning and filing documents.
The successful candidate would exercise impeccable judgment and discretion in time management, calendaring, creating and manipulating international/domestic travel itineraries and the preparation of expense reports. Organizational and communication skills are of utmost importance in this role.The ideal candidate requires strong influencing skills and self-direction while anticipating situations and issues. The ideal candidate will maintain a proactive approach on all projects and daily tasks in coordination with the Quality staff.
Organizational/Problem Solving: Demonstrated initiative and self-direction, collect, track, generate and prioritize confidential/critical information for and on behalf of the VP, Global Quality Operations. Ability to work discreetly as required. Exercise impeccable judgment/discretion within company practices and policies in selecting methods and techniques (e.g., in-depth evaluation of all relevant factors) to develop solutions to complex issues of diverse scope. May coordinate activities of others (i.e. goal updates, onboarding new employees.)
Time Management: Independently manage and coordinate both internal and external calendar invites and maintain priorities for the VP. Schedule/coordinate meetings for VP and others as requested (All Hands meetings, leadership and departmental meetings, annual/product celebrations) including catering support when needed. Manage rolling calendar for standing meetings such as Quality Staff meetings. Specifics can include: Managing calendar, travel, off-sites and events, and general office management. Generate meeting minutes and follow up on action items as required.
Financial Management: Proven ability to maintain confidentiality. Proactively prepare and submit expense reports; maintain accurate and detailed database for VP’s expenses. Maintain budget and financial records. Maintain deep understanding of cost center budget to provide right information/answers at the right time.Specifics: Responsible for managing Statement of Work, Legal contracts, Accounts Payable, manage monthly accruals, file expense reports and other management issues related to budget. Work with the Quality Leadership Team (QLT) on budget. Maintain the organizational charts to assure alignment with budget.
Communication: Identify processes to create effective communication across a large international organization. Prepare and coordinate key documents across the organization to maintain alignment (e.g. the opening presentation for Health Authorities.) Work within a year long “racetrack” to help prepare staff for short and long term activities. Participate in project management efforts as required.
HS diploma or equivalent required; Associate or Bachelor’s degree preferred
- 8+ years experience
- Expertise in MS Office and Adobe Acrobat. Experience and proficiency with other applications preferred (e.g. web design, graphic design, Visio, Smartsheets).
- Outstanding organizational/problem-solving skills; history of customized problem solving/prioritization based on executive preference
- Proven ability to effectively handle and balance multiple competing priorities while maintaining strong attention to detail and follow-up. Demonstrate high level of initiative for both ongoing and new assignments.
- Exceptional written & oral communication skills; experience drafting communication tailored to a wide variety of partners/desired audience in executive’s voice. Clear, concise verbal & written communicator. Able to effectively state/support/defend rationale/research when questioned by executive/senior leaders.Desktop computer, phone, photo copier, scanner, fax machine. This position will interact with Quality Staff, other Administrative Assistants, other groups within Technical Operations, HR, Legal, and Finance.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.