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The Executive Assistant provides overall administrative support to the Chief Technical Operations Officer including but not limited to managing heavy calendar scheduling for internal and external meetings, coordinating domestic and international travel arrangements, completing expense reports and reconciling accounts, maintaining and updating contacts, managing incoming calls, supporting special events and projects, and other day-to-day activities to support the executive.
Work Model:Flex: This role will typically require onsite work 2-3 days each week, or more depending on business needs. In many locations, the business will set certain days each week that Flex employees are required to be onsite.
Responsibilities:- Day to day administrative support for Chief Technical Operations Officer, Senior Vice President-Product Supply and Vice President-Supply Chain.
- Manage and maintain a heavy and complex calendar, appointments and meeting requests through MS Outlook, in an environment that requires frequent re-prioritization and shifting appointments.
- Manage domestic and international travel coordination with outside travel agency. Requires detailed tracking and monitoring of travel and processing related expense reports.
- Perform general administrative functions (maintaining distribution lists, org charts, ordering lunch, coordinating vendors, printing, mailing, scanning etc.). Presentation compilation.
- Prepare and complete expense reports for processing.
- Participate in special projects as needed.
- Participating in select team meetings, preparing minutes and action item follow up (PS).
- Partner closely with other office administration team on activities and functions, acting as a backup and additional resource as needed
- Extensive collaboration with internal and external contacts, and apply good judgment in handling of sensitive and confidential information.
- Facilitate smooth and effective communication as first point of contact into the CTOO office.
- Minimum of 10 years of executive administrative support experience, specifically in a fast paced, environment.
- Previous experience in a support role in life sciences/biotech company.
- Must be flexible, highly organized and have a proven ability to juggle multiple competing tasks and demands. This will require collaborating with team members and working independently.
- Excellent oral and written communication skills, and proven ability to work autonomously and prioritize workload
- Proficiency in MS Office Suite: Outlook, Word, Excel, PowerPoint.
- High attention to detail, excellent organizational skills and the ability to work on multiple projects with tight deadlines.
- Excellent interpersonal and verbal communications skills and the ability to deal effectively with a variety of personnel both internally and outside the company.
- Must be a self-starter and have a positive and flexible attitude
#LI-CS1 #LI-Hybrid
The typical annual salary range for this full-time position is listed below. This range reflects the characteristics of the job, such as required skills and qualifications and is based on the office location noted in this job posting. The range may also be adjusted based on applicant's geographic location.
This position is eligible for annual bonus and equity incentives. Actual individual pay is determined by demonstrated experience and internal equity alignment.
Ultragenyx Pharmaceutical is an equal opportunity employer and prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital and veteran status, and any other status or classification protected by applicable federal, state, and/or local laws. Reasonable accommodation will be provided for all protected statuses or classifications protected by applicable law, including individuals with disabilities, disabled veterans, for pregnancy, childbirth, and related medical conditions, and based on sincerely held religious beliefs. Applicants can request an accommodation prior to accepting a job offer. If you require reasonable accommodation in completing this application, or in any part of the recruitment process, you may contact Talent Acquisition by emailing us at [email protected].
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
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Ultragenyx Brisbane, California, USA Office
5000 Marina Blvd, Brisbane, CA, United States, 94005
Ultragenyx South San Francisco, California, USA Office
7000 Shoreline Ct, South San Francisco, CA, United States, 94080
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