Sr. Administrative Assistant, Global MarketingLocation San Rafael, California Apply
BioMarin’s Commercial organization supports our global sales and marketing efforts around the world. Our global sales force continues to solidify the company’s commercial presence in the United States and Europe and is rapidly growing in other regions, such as Latin America, the Middle East and Asia-Pacific. Come join our team and make a meaningful impact on patients’ lives.
Location: United States - San Rafael, California
Summary Description - Senior Administrative Associate
The Administrative /Senior Administrative Assistant provides primary high-quality administrative support to Commercial Department Heads or Executives.
Key competencies include: high degree of professionalism, confidentiality, and flexibility, The Administrative Assistant is attentive to detail, and able to work and make decisions independently of direct supervision, “think outside of the box”, keep a step ahead of any upcoming issues, and maintain a sense of perspective and humor. This professional is highly effective and polished in communications and management of interactions with external partners as well as personnel in other departments of the Company. Must be comfortable in a dynamic and quick paced environment.
Provide general administrative support to the Department Heads or Executives they support.
Schedule, coordinate and manage meetings/conference calls and related activities including all on-site meeting logistics such as: availability for attendees, meeting room and equipment set up, catering orders, set up and break down of meeting spaces, meeting materials preparation and distribution, and taking meeting minutes as requested. Requires work with department heads to resolve timing conflicts in order to ensure appropriate attendance.
Assist with recruiting efforts by working with HR on interview scheduling, coordination of schedules and hosting of candidate. Participate in new hire on-boarding activities (IT set up, introductory meetings scheduled, IProcurement, Concur and travel training)
Liaise with Events Planning Group: Arrange details for departmental offsite meetings (e.g. coordinate with Events Planning Group to book hotel accommodations, make restaurant reservations, choose food for catered meals, reserve audio visual equipment, research and schedule team-building events)
Assist with business travel planning and coordination in accordance with BMRN travel policy
Provide support and coverage within Administrative Assistant Group to provide cross-coverage for others on occasion
Assist with and manage departmental contract submissions and tracking
Prepare expense reports for submission to company application
Facilitate ordering and maintenance of department office supplies
Coordinate with IT to resolve computer and other technical issues
Attend and participate in relevant functional on- and off-site meetings
Work in San Rafael Corporate Office for optimal cross-functional interdepartmental interaction
Assist with department contract requests for submission into BioMarin contract management system; Work with other departments outside of Commercial to track, follow-up, and communicate contract status updates to applicable parties on an ongoing basis; Create/update department project trackers/spreadsheets
Create and maintain filing system for key documents and maintain in BioMarin document management systems (Sharepoint)
Assist in the preparation and distribution of documents, binders, flowcharts, and presentations
Other duties include but not limited to: manage requests and inquiries from internal and external invoice payments processing, tracking and follow-up; complete requests for non-disclosure agreements, consulting agreements and other contracts using Ariba software
Effective task planning and coordination abilities, including a proven ability to multi-task under pressure and deadlines
Experienced at using standard office software applications, such as Outlook, Microsoft Office (proficient in WORD, PPT and EXCEL), appropriate for the function supported
Responsive to deadlines, detail-oriented, and able to prioritize multiple tasks
Excellent communication and interpersonal skills. Good sense of humor, “plays well with others”
Applies acquired job skills and company policies/procedures to complete assigned tasks that are typically semi-routine in nature
Quick learner and able to work proactively and independently on most tasks, following established guidelines
Requires instructions only on new assignments
5-10% local travel
Minimum of two years of related experience
Industry experience desired
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.