Department Administrative Assistant, Clinical Operations
About The Position
Ionis Pharmaceuticals, Inc. is seeking an administrative assistant to support the Clinical Operations Department, reporting to the VP of Clinical Development Operations. The ideal candidate will provide administrative support to various department members. This position will be assisting with scheduling, expense reports, travel arrangements, and interview coordination. This individual must function effectively and independently in various roles in a dynamic, fast-paced environment supporting a tight-knit biotech team. This position is fully on-site located in Carlsbad, CA at our headquarters (HQ) office.
Requirements
- Successful candidate will have at least 1 year of administrative support experience in an interrogative environment
- Expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook, Project, and Teams (experience with SharePoint, Zoom, Concur, and Coupa desirable)
- Critical thinker who operates independently with the ability to take requests/direction from multiple team members and prioritizing competing tasks to deliver a high quantity of high-quality work consistently
- Excellent organizational skills, attention to detail, and follow-through
- Resilient, open, and adaptable to change; embraces feedback
- Professional, authentic, approachable, and diplomatic in nature - interacting successfully with varying levels in and outside the organization
- Possess a positive attitude fostering teamwork with a willingness to jump in to assist colleagues as needed
- Strong relationship-building and interpersonal skills, exhibiting patience, respect, and grace in a fast-paced, concentrated work environment
- Strong communication skills displaying a high degree of integrity
- Ability to meet tight deadlines or address priorities even after work hours (as needed)
Nice To Haves
- experience with SharePoint, Zoom, Concur, and Coupa desirable
Responsibilities
- Serve as a central point of contact for scheduling meetings - prioritizing appropriately and offering solutions to complex scheduling
- Coordinate complex meetings, which include attendee communications, venue management/coordination, audio/video set-up, management as needed, and catering
- Serve as a reception contact for secure campus
- Oversee responsibility for on-site and off-site events including meetings, happy hours, conferences, and team building events
- Process expense reports for department members (Concur)
- Courier between campuses (catering, department reports, etc.)
- Assist with interview coordination and new department employee orientation
- Coordinate complex and multi-leg travel (accommodations, transportation, and passport/visa requirements)
- Maintain office efficiency by proactively identifying needs for office supplies, meeting room setups, janitorial services, equipment repairs, etc.
- Submit service tickets (IT, facilities, etc.)
- Work cross-functionally with internal departments on various projects
- Anticipate potential shifts in priorities amidst simultaneous demands for attention
- Maintain collaborative and positive relationships with internal administrative team and external administrative partners
- Uphold the strictest confidentiality on information gleamed as part of responsibilities
- Complete projects, special assignments, other tasks, and duties as assigned
Benefits
- Ionis offers an excellent benefits package!
- Full Benefits Link: https://www.ionis.com/careers/working-at-ionis/#:~:text=our%20employee%20spotlight-,Benefits,-Employees%20are%20rewarded
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
