Executive Assistant

As a pharmaceutical support industry leader, UBC is devoted to empowering health solutions for a better tomorrow. We take pride in improving patient outcomes and advancing healthcare. At UBC we provide services to enhance the entire drug development process and commercialization lifecycle - From clinical trial support to real-world evidence generation. 

Embark on a rewarding career journey with UBC! Grow your career while making a meaningful impact on the world around you. UBC fosters a culture built on our Core Values being: Collaborative, Conscientious, Curious, Consultative, and Compassionate. We believe in an inclusive workplace that fosters creativity.

If you are seeking a career that will challenge, inspire, and reward you, join us at UBC! 

Brief Description:   

The Executive Assistant provides advanced administrative support to assigned members of the Senior Leadership Team and may provide office support for a UBC satellite site. Manages calendars, including scheduling meetings, proactive management of priorities, and management of travel arrangements. Coordinates and prepares materials for meetings and presentations. Handles department invoicing process, coordinates procurement and accounts payable processes. Provides logistical support to office/department, including remedy requests, organization of fax/copy/mail area, ordering supplies. Coordinates on boarding for new employees. Maintains general organization of the office common spaces (if applicable). Orders office supplies and conducts special projects as assigned (e.g. department moves, project tracking). Under the direction of leadership provides high-level administrative support and coordinates with internal/external parties to carry out necessary department/office functions.   
 

Specific job duties:

• Provide direct administrative support for assigned executives as needed, including scheduling appointments, meetings, and events; booking travel; completing expense reports; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists
• Works on special projects as assigned
• Manages department budget, invoices, procurement processes
• Creates, maintains and organizes Teams/SharePoint sites
• Manipulates data and prepares reports using excel spreadsheets and PowerPoint
• Prepares PPT presentations – creates content as directed, collects input from stakeholders, manages due dates and stakeholder follow-up, QCs and finalizes
• Sets up meetings and coordinates travel arrangements
• Assists with preparation of materials for meetings, presentations, or conferences
• Performs administrative functions such as collecting signatures, shipping, filing, answering phone, copies, printing, etc.
• Composes memos and correspondence for assigned executives
• Provides coverage for phone reception
• Supports on-site meetings and events, as needed
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate catering/food deliveries when requested
• Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
• Oversee visitors to the office and ensure a friendly, personal and professional experience
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Maintains inventory of office supplies; orders new supplies as needed.
• Organize office operations and procedures

Supervisory Responsibility:  

N/A

Desired Skills and Qualifications:

• High school diploma or equivalent (Bachelors Preferred)
• 4 – 6 years of relevant experience as an Executive Assistant
• Strong organizational and time management skills 
• Excellent written and oral communication skills essential for professional phone and personal contacts 
• Demonstrated proficiency in Microsoft Word, Excel,  PowerPoint, Teams and SharePoint
• Proficient with internet and email systems 
• Ability to work both independently and in a team environment. 
• Ability to keep sensitive information confidential is critical 
• Knowledge of business operations and policies is helpful

Benefits:

At UBC, employee growth and well-being are always at the forefront. We offer an extensive range of benefits to ensure that you have everything you need to thrive personally and professionally. 

Here are some of the exciting perks UBC offers:

• Remote opportunities
• Competitive salaries
• Growth opportunities for promotion
• 401K with company match*
• Tuition reimbursement (after 90 days of employment)
• Flexible work environment
• 20 days PTO 
• Paid Holidays
• Employee assistance programs 
• Medical, Dental, and vision coverage
• HSA/FSA
• Telemedicine (Virtual doctor appointments)
• Wellness program
• Adoption assistance
• Short term disability (after 90 days of employment)
• Long term disability
• Life insurance
• Discount programs

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