Job Details

Senior Administrative Assistant

Location: San Rafael, CA (Hybrid - Approximately 5 days per month onsite as needed)
6-Month W2 Assignment (potential to extend / convert)
Pay: $30-33/HR

Department: Global Patient Safety (GPS)
Must Have: SAP/SRM contract management experience

Position Overview
Our client, a world leader bio-tech company focused on delivering therapeutics that provide meaningful advances to patients living with serious and life-threatening rare genetic diseases, is seeking a highly organized and proactive Senior Administrative Assistant to support the Head of Global Pharmacovigilance and the broader Global Patient Safety (GPS) team.

This role is integral to the smooth operation of the department and requires strong administrative expertise, project coordination skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate brings advanced administrative capabilities, sound judgment, discretion, and experience supporting leadership within the biotechnology or pharmaceutical industry.

Key Responsibilities

Executive & Team Support

• Provide direct administrative support to the Head of Global Pharmacovigilance
• Manage complex calendars, schedule meetings, and resolve scheduling conflicts
• Coordinate internal and external meetings, including logistics, materials preparation, catering, and minute-taking
• Participate in GPS meetings (onsite and offsite) to support operational continuity

Event & Travel Coordination

• Plan and manage offsite meetings and team events (venue research, hotel and restaurant bookings, catering, team-building activities)
• rrange domestic and international travel in compliance with company policy and budget guidelines

Financial & Contract Administration

• Prepare and process expense reports using Concur
• Submit and track department contract requests in SAP/SRM contract management system
• Monitor and reconcile departmental invoices to ensure timely and accurate payment

Operational & Project Support

• Develop and maintain project trackers, spreadsheets, and status reports
• Organize and maintain departmental files within document management systems (e.g., SharePoint)
• Update departmental contact lists and organizational charts
• Monitor and replenish office supplies
• Serve as liaison for IT-related needs within the department

Education & Qualifications

• Minimum 5 years of administrative experience within biotechnology or pharmaceutical industries
• Experience supporting Pharmacovigilance or Global Patient Safety functions strongly preferred
• Bachelor's degree highly preferred
• Required experience with SAP/SRM contract management systems

Please submit your resume in Word or PDF format to be considered.