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Administrative Assistant - III //Foster City, CA with A Big Pharmaceutical Company
Ref No.: 18-55212
Location: Foster City, California
Position Type:Contract
Start Date / End Date: 08/20/2018 to 09/28/2018
Job Title: Administrative Assistant - III
Work Location: Foster City, CA
Length of Assignment: 1 Months
Position Type: Contract Full Time
Client:  A Big Pharmaceutical Company

Medical Education & Strategic Planning (MESP) Senior Admin Assistant, Medical Affairs

Specific Responsibilities:
We have an exciting opportunity within the Medical Affairs Education & Strategic Planning (MESP) team based in Foster City, CA. The Senior Admin Assistant will report to the Senior Director of MESP and will work directly with the Global Events, Medical Education & Programming, and Learning & Development teams to support the implementation of regional Medical Affairs events and trainings. This role will work across all Medical Affairs therapy areas and operational teams.

Essential Functions:
Support the delivery of the Medical Affairs events and trainings under the direction of senior members of the MESP team:
• Provides administrative and clerical support to team
• Prepares contracts with HCPs and other organisations
• Responsible for maintaining a calendar of appointments, meetings, and events
• Makes travel arrangements as needed; prepare expense reports for team members
• Budget management: create POs, Honoraria payments, oversee supplier payments and manage
financial processes
• Supplier management: new supplier set up, brief suppliers on process adherence and follow up on
invoice inconsistencies
• Contract management: including consultancy agreements, MSAs and work orders
• Coordinate interview schedules for new hire candidates; support the set up and on boarding of
MESP staff
• Day-to-day liaison with stakeholders from other departments to ensure process adherence and
• Creates and maintains files
• Supports the coordination of large events which includes the planning, organizing and
implementation of a number of event activities
• Typically, coordinates the preparation of annual budget, reviews monthly budget, and
researches variances
• May assist with facilities space planning or office set-up.
• May screen and prioritize managers’ mail and email
• Has a positive attitude towards activities and challenges

Knowledge, Experience & Skills:

• Proven administration experience within a fast paced International organization supporting
multiple stakeholders
• Experience with data management and MS Office (advanced Excel & PowerPoint). Working
knowledge of financial management and contracts
• Proven knowledge of pharmaceutical processes and financial systems would be
advantageous, i.e. Veeva, Oracle, SAP
• 2 years’ experience working in the pharmaceutical industry

• High school diploma and good administrative experience
• Advanced knowledge and experience using a number of office software such as Excel, PowerPoint, Word etc. Excellent organizational skills, high attention to detail, and ability to prioritize across multiple project streams
• Demonstrates experience and comfort interacting with all levels of employees from multi-cultural backgrounds
• Excellent verbal, written, and interpersonal communication skills
• Organised with systematic approach to prioritisation
• Process orientated to achieve the business objective

• Knowledge of planning meetings and events
• Proven proofreading and copyrighting skills

If you are interested in this job than please send me your most updated resume on or you can reach me at #973-507-7579