Executive Assistant

Why Join Us?

Be a hero for our rare disease patients

At Ultragenyx, we fundamentally believe that taking real impactful action to care for the needs of patients and our people is always the right thing to do. To achieve this goal, our vision is to lead the future of rare disease medicine. For us, this means going where other biopharma companies won’t go – challenging the status quo and creating a new model that advances our field so more patients and caregivers can benefit from life-changing treatments. We do this by following the science, applying a novel rapid development approach, making innovative medicines at fair and reasonable prices, and creating a collaborative ecosystem to reach patients in ways that are most meaningful for them.

Our commitment and care for patients extends to our people, so culture is an essential cornerstone for Ultragenyx. We remain continuously focused on creating a supportive and inclusive environment of profound learning and growth – so employees can thrive in all areas of their lives, in and outside of work. Ultimately, we want to be an organization where we would be proud for our family, friends and children to work.

If you want to have a meaningful impact, do the best work of your career, and grow a lot, both professionally and personally, come join our team.

Position Summary:

ultrafocused – Work together to fearlessly uncover new possibilities

The Executive Assistant provides overall administrative support to the Chief Quality 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:

1. Day to day administrative support for Chief Quality Operations Officer and Executive Vice President, Translational Sciences, and identified senior leaders within the Translational Sciences and Quality organizations.
2. Manage and maintain heavy and complex calendars, appointments and meeting requests through MS Outlook, in an environment that requires frequent re-prioritization and shifting schedules.
3. Manage domestic and international travel coordination with outside travel agency. Requires detailed tracking and monitoring of travel and processing related expense reports.
4. Perform general administrative functions (maintaining distribution lists, org charts, shared file collaboration, executing administrative contracts, coordinating vendors, printing, ordering lunches, etc.).
5. Build and refine PowerPoint presentations for C-suite executives, Board of Directors, key stakeholders and external Healthy Authorities and industry conferences as needed.
6. Prepare and complete expense reports for processing.
7. Manage departmental leadership team meetings to include scheduling, agenda tracking, presentation collection, preparation of minutes and action item follow up as needed.
8. Manage annual departmental racetracks to monitor and address identified activities.
9. Support Health Authority inspections as needed.
10. Partner closely with other office administration teams on activities and functions, acting as a backup and additional resource as needed
11. Extensive collaboration with internal and external contacts.
12. Apply good judgment in handling of sensitive and confidential information.
13. Facilitate smooth and effective communication as first point of contact to the CQOO office.
14. Participate in special projects currently underway and as needed.

Requirements:

1. Minimum of 15 years of executive administrative support experience, specifically in a fast paced, environment.
2. Previous experience in a support role in life sciences/biotech company.
3. 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.
4. Excellent oral and written communication skills, and proven ability to work autonomously and prioritize workload
5. Proficie…