Executive Assistant, Quality Regulatory and Medical Writing

Neurocrine Biosciences•San Diego, CA

2d•$40 - $55

About The Position

Under general guidance, provides administrative support to executive officers, assuming responsibility for a defined portion of projects, administrative work, and processes primarily supporting assigned executives and, as needed, other company executives. The role requires thorough knowledge of company operations, policies, and procedures and involves handling highly confidential and critical information. The Executive Assistant collects and prepares information for executive discussions and meetings, may prepare materials for board meetings, and makes sensitive high-level contacts inside and outside the company. The role provides complex administrative support to ensure smooth departmental operations. It manages executive calendars, correspondence, appointments, meeting logistics, presentations, travel, expenses, and confidential communications. The position also supports department meetings and projects, anticipates executive needs, and may support field-based teams through email and phone communications.

Requirements

High school diploma or associate degree and at least 4 years of administrative experience supporting C-level executives in biotechnology, life sciences, pharmaceuticals, or a related industry, or equivalent experience, training, and/or certification.
Experience with calendar management, project meeting and event planning and execution, executive-level presentation preparation, travel, and expense report administration.
Professional certification or equivalent experience working with senior-level executives, customers, vendors, visitors, and other dignitaries.
Developing specialized skills through job-related training and on-the-job experience.
Relevant skills and substantial understanding of processes, procedures, and systems needed to carry out assignments.
Strong written and verbal communication skills.
Ability to perform multiple tasks while maintaining a professional and composed demeanor.
Highly proficient computer skills, including Microsoft Office, and expert proficiency in PowerPoint.
Adaptability to changing needs and situations.
Ability to exercise judgment within generally defined practices and policies when selecting methods and techniques to obtain solutions.
Ability to learn technical, scientific, and medical information as needed.
Ability to make sound decisions, work independently, and proactively solve problems.
Ability to perform under pressure in a fast-paced environment where accuracy is essential.
Ability to work with all levels of the company in support of interdepartmental teams.
Professional demeanor.
Discretion and judgment when handling highly confidential internal and external communications and materials.
Extreme attention to detail and accuracy, and ability to work independently across a broad variety of projects.
Excellent interpersonal and organizational abilities.
Ability to anticipate, identify, and resolve problems in a timely manner.
Ability to research, analyze, summarize, and report information effectively.
In-depth knowledge of company operations.

Responsibilities

Provides complex, diverse, and confidential administrative support to assigned executive officers and, as needed, other executives or the department.
Makes administrative decisions; handles correspondence and appointments; serves as an internal and external liaison; and screens executives’ visitors, phone calls, emails, and physical mail.
Maintains calendars, schedules meetings, sends Outlook invitations, reserves conference rooms, and coordinates meeting logistics, including audiovisual needs, agendas, presentations, and catering.
Arranges meetings with advisory boards and Key Opinion Leaders (KOLs), and takes, transcribes, and distributes notes or minutes.
Handles confidential and sensitive business, company, and personnel details.
Collects and prepares information for discussions and meetings with staff, outside individuals, and department teams.
Coordinates, creates, edits, and assembles presentation slides and helps present executive-level information effectively.
Arranges company, department, and group meetings, ensuring discussion materials are available; helps track department-level projects, activities, and results.
Coordinates domestic and/or other travel arrangements.
Compiles expense receipts and completes and submits expense reimbursement reports and credit card charge processing or validation to accounting.
Orders and coordinates lunches for team meetings; anticipates executive needs and proactively plans and executes daily tasks.
May support field-based teams, communicating often by email and phone.
Performs other related duties as assigned or requested by company executives.