Temporary, Administrative Assistant, Global Medical Affairs

Why Join Us?
Be a hero for our rare disease patientsUltragenyx is a biopharmaceutical company committed to developing treatments for rare and ultra-rare diseases. Founded in 2010, the company has rapidly built a diverse portfolio of small molecule, monoclonal antibody, mRNA and gene therapy candidates with the potential to address debilitating genetic diseases for which the unmet medical need is high, the biology for treatment is clear, and for which there are no approved therapies. Developing new treatments for rare genetic diseases is challenging work. It takes courage, talent, and dedication to look past the easy answers and uncover new solutions that can make a meaningful impact. At Ultragenyx we push each other to perform at our very best, because we never lose sight of our mission to make a difference in our patients lives. Come join our team during this exciting time of growth and opportunities!
Position Summary
impact Make a difference for those who need it mostProvides administrative support to departments within Global Medical Affairs. Includes tasks such as scheduling meetings & meeting rooms, catering for meetings, managing contracting process, managing invoices coming into department and handling inventory needs for field teams. May take and deliver messages, provide information to callers, set up and maintain files, provide employees with office supplies, prepare and sort mail, perform word processing, spreadsheet and database assignments, proofread, and research and compile special reports as needed.

Responsibilities including, but not limited to:

    • Manage electronic calendars, meeting schedules, travel arrangements and coordinate menu for lunch meetings.
    • Follow-up on a wide range of administrative services including group training, hiring, payments and refunds.
    • Coordinate travel, meeting and conference arrangements and ensure proper assembly and distribution of materials relating to meetings and conferences.
    • Coordinate interview panels for candidates including organizing schedules, coordinating with reception, ordering lunches and ensuring all interviewers can attend.
    • Partner with other administrative/ clerical support to optimize how teams function & interact.
    • Work independently on complex department assignments that require judgment and initiative in resolving problems and making recommendations.
    • Perform office support functions including: answering phones, scheduling appointments, setting-up meetings, opening mail, filing and retrieving records.
    • As needed, coordinate and procure office supplies and equipment including computers, printers, mobile phones and hand held computers.
    • Prepare, maintain, process and track budgets and expense reports, check requests, memberships, etc.
    • Participate in preparation for Regulatory Inspections.
    • Compile and prepare presentation materials including slides, graphs and other written materials provided by various sources.
    • Follow established safety and environmental guidelines and procedures for all work performed. Immediately reports safety and environmental incidents including injuries, illnesses, near misses, and safety suggestions. Fosters a positive safety culture in which no one gets hurt.

Technical Requirements & Skills:

    • Associate degree and 6 years administrative and clerical experience, or High School and 8+ years administrative and clerical experience.
    • Executive secretarial skills/background or equivalent.
    • Ability to prioritize and delegate tasks to maximize efficiency.
    • Ability to maintain confidentiality.
    • Ability to work independently and be self-motivated.
    • Advanced word-processing and computer skills, including speed and accuracy, on Microsoft Outlook, Word, PowerPoint, Excel, and Internet browsers.
    • Experience in creating and editing presentation, graphics, and spreadsheets.
    • Advanced writing skills that include composition, grammar, spelling proofreading, and formatting
    • Must be able to prioritize and meet project deadlines with no supervision.
    • Ability to maintain and analyze financial data such as budgets.
    • Outstanding organizational skills, including ability to manage several projects concurrently.
    • Good judgment and initiative in resolving problems and making recommendations.
    • Possess high degree of proficiency in standard business software applications including word processing, spreadsheets, Power Point and databases maintenance.
    • This position is not eligible for relocation assistance.
Ultragenyx Pharmaceutical Inc. is an equal opportunity employer. We understand that diversity of thought, culture and background will help us do the best for our patients. We prohibit unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital and veteran status.
Note to External Recruiters
: All candidate activity and open positions are managed strictly through our Human Resources Department. Our Human Resources Department kindly requests that recruiters not contact employees/hiring managers directly in an attempt to solicit business and present candidates. Please note that failure to comply with this request will be a factor in determining a professional relationship with our organization. Submission of unsolicited resumes prior to an agreement set in place between the Human Resources Department and the recruiting agency will not create any implied obligation. Inquiries on developing a recruiting relationship with us, may be directed to:talentacquisition@ultragenyx. com.#LI-YG1

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