Administrative Assistant​/Office Assistant

Administrative Assistant/Office Assistant W2 Contract Pay Rate: $28 - $33 per hour

Location:

Newark, CA - Onsite Role Job Summary

We are seeking a motivated Administrative Assistant to provide administrative support for the company's staff, including but not limited to break area support, ordering of various supplies, and purchase order creation. This position is expected to partner with other administrative team members in a professional and team-oriented approach, working together for the benefit of the company.

• Management of stockrooms and restocking break rooms.
• Greet visitors and candidates. Ensure signing procedures are being followed.
• Assist in managing calendars with the Administrative Team, including organizing, scheduling, and setting up meetings from the PTGX Admin calendar.
• Coordinate meetings, including conference room details, catering, and scheduling with other internal/external administrative offices.
• Provide event coordination and scheduling of meetings as needed.
• Coordinate the approval and execution of contracts, non-disclosure agreements, and other documents.
• Update calendar and contact lists, maintain files, and confidential documents.
• Administer general office organization, including ordering supplies, refilling the printer, photocopying, filing, and faxing documents.
• Perform other duties and special projects as assigned.
• Management of catering for bi-weekly lunches, happy hour, and additional catering requests as needed.
• Includes setting up and breaking down.

• High school diploma/GED, BA/BS preferred
• 3 years of administrative or office support
• MS Office skills. Preference given to candidates with strong PowerPoint skills. Experience with MS Dynamics AX and Concur is a plus.
• Previous management with complex calendars and scheduling in various time zones, event coordination, and both domestic and international travel arrangement experience preferred.
• Biotech/pharma knowledge or experience, preferred.
• Positive attitude and proactive approach to help with a strong passion for working in the biopharmaceutical industry to advance therapeutics that treat IBD, gastrointestinal, and other diseases.
• Ability to multitask and shift priorities quickly with outstanding attention to detail.
• Excellent written and verbal communication skills, including grammar, spelling, and editing.
• Must possess exceptional organizational, administrative, and time management skills
• Willingness to acquire new competencies and accept new challenges.
• Ability to handle sensitive information discreetly and professionally.
• Must be able to carry at least 25 pounds

Administrative Support, Office Administration, Calendar Management, Complex Scheduling, Multi-Time-Zone Scheduling, Meeting Coordination, Event Coordination, Conference Room Management, Catering Coordination, Visitor Reception, Candidate Check-In, Travel Arrangements, Domestic Travel, International Travel, Purchase Orders, Supply Ordering, Stockroom Management, Inventory Restocking, Contract Coordination, Non-Disclosure Agreements, Document Management, File Maintenance, Confidential Records, Microsoft Office, Microsoft PowerPoint, Microsoft Dynamics AX, Concur, Data Entry, Office Organization, Written and Verbal Communication, Editing and Proofreading, Time Management, Multitasking, Attention to Detail, Confidentiality, Biopharmaceutical Industry Knowledge