Location: Irvine,CA, USA
Contract Length: 1 Year, with potential for extension up to 2 years
Job Overview:
We are seeking a highly skilled and experienced Administrative Assistant IV to provide comprehensive administrative support to director-level management in the Combination Product Development and Biologics CMC Development teams. The ideal candidate will have advanced experience in office management, calendar coordination, travel arrangements, handling confidential information, and managing special projects. This role requires minimal supervision, strong attention to detail, and the ability to manage multiple tasks in a fast-paced environment.
Key Duties and Responsibilities:
General Administration:
· Maintain complex appointment calendars for senior leaders in the Combination Product Development and Biologics CMC Development teams at the Irvine location.
· Schedule and organize meetings, reserve meeting spaces, coordinate audio/visual setup with IT, publish agendas, and arrange for meals and logistics for meetings.
· Organize site visits, tours, and other departmental activities.
· Prepare and distribute memos, letters, reports, presentations, charts, tables, and other business correspondence.
· Coordinate interview scheduling, onboarding of new hires, and space planning for the department.
· Maintain organized department files and filing systems, track regulated documents and compliance training.
· Oversee the general upkeep of common areas and coordinate facilities cleaning requests.
· Process incoming and outgoing mail and order/maintain office and computer supplies.
· Assist with vendor lookup, submitting capital expense requests, and equipment/supply orders.
Travel Assistance:
· Coordinate travel arrangements for senior leaders, including scheduling flights, hotels, seminars, and ground transportation.
· Prepare and provide travel itinerary packets prior to travel dates.
· Manage all aspects of expense reporting, including preparing expense reports and expediting the processing and reconciliation of reimbursements.
Business Correspondence Administrative Support:
· Provide administrative support in assembling and editing contract requests and agreements.
· Assist in coordinating the drafting, approval, and execution of contracts, uploading information into the Department Contracts repository.
· May assist in initiating check requests and processing invoices.
Additional Support:
· Assist with assembling and editing Quarterly Reports/Highlights and support the management of departmental SharePoint sites.
· Assist in planning department activities, both onsite and offsite.
Education:
· Associate degree in Administrative Assistance (AA) or related field (Required).
· Bachelor's degree (Preferred).
Experience:
· 5-7 years of office work experience with increasing responsibilities, preferably in an administrative or pharmaceutical-related environment.
· Experience with technical writing is highly desirable.
Essential Skills and Abilities:
Technical Skills:
· Advanced knowledge of Microsoft Excel, PowerPoint, Outlook, Zoom, and MS Teams.
· Experience with SAP and ePRO is a plus.
· Strong skills in calendaring, presentation creation, and spreadsheet management.
Interpersonal Skills:
· Excellent communication and interpersonal skills with the ability to interact effectively with management and internal/external stakeholders.
· Demonstrated ability to handle sensitive, legal, or confidential information with the highest level of discretion.
About US Tech Solutions:
US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com.
US Tech Solutions is an Equal Opportunity Employer.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Recruiter Details:
Name: Shivani
Email: ...@ustechsolutionsinc.com
Internal Id: 24-27629