Senior Administrative Assistant

Title: Senior Administrative Assistant

Job Type: Contract

Contract Length: 6 months

Pay Range: ~30-33/hr

Start Date: ASAP

Location: Hybrid - San Rafael, CA (approx. 5x per month)

Our client, a leader in Biotechnology/Pharmaceuticals, is looking for a skilled Senior Administrative Assistant to join their team for a 6‑month engagement. This project involves providing primary administrative and operational support to the Head of Global Pharmacovigilance and the wider Global Patient Safety (GPS) team. This is a high‑impact role that requires a self‑motivated professional who can hit the ground running and deliver results quickly.

• Meeting Coordination:
  Proactively schedule and organize meetings and conference calls, including reserving spaces, arranging technical setup, coordinating catering, preparing materials, and recording minutes as needed.
• Offsite Event Management:
  Oversee logistics for offsite meetings, including hotel/restaurant bookings, catering, and planning team‑building activities.
• Travel Coordination:
  Arrange all business travel (flights, accommodation, transportation) in accordance with company policy.
• Expense Management:
  Prepare and process expense reports accurately and promptly using systems such as Concur.
• Office Supply Oversight:
  Monitor and replenish departmental supplies.
• Technical Liaison:
  Serve as the point of contact for IT‑related issues.
• Meetings Participation:
  Actively participate in GPS meetings to contribute to effective communication and operational continuity.
• Calendar Management:
  Maintain and coordinate calendars for GPS leadership and the broader department.
• Contract Administration:
  Submit and track department contract requests within the contract management system.
• Invoice Tracking:
  Monitor and reconcile departmental invoices.
• Project Tracking:
  Develop and maintain departmental project trackers and spreadsheets, follow up on deliverables, and synthesize information for status reporting.
• Document Management:
  Organize and maintain departmental files within the document management system.

• 5+ years of administrative experience in the biotechnology or pharmaceutical industries. Experience supporting pharmacovigilance functions is highly desirable.
• Deep expertise in SAP/SRM contract management, and advanced knowledge of Microsoft Office Suite, Concur, and SharePoint. This isn’t a learning role—you need to be a subject‑matter expert.
• Demonstrated ability to work autonomously and manage your own time effectively to meet project goals, with a commitment to meeting deadlines and ensuring thorough, accurate work products.
• Experience with planning and coordination of multiple tasks and priorities in a fast‑paced environment.
• Strong communication skills to provide clear and concise status updates to the project team and foster professional interactions with internal and external partners.
• Bachelor’s degree highly preferred.

W2 only (No C2C or 1099 contractors) #LI‑BV1