Executive Assistant

Company: Ultragenyx Pharmaceuticals Inc.
Location: Novato
Posted on: May 8, 2022

Job Description:

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. During the COVID-19 pandemic, we are committed to the health and safety of our employees and prospective employees, which means at this time our interview processes may include virtual discussions, interviews, and onboarding. Please note that compliance with local regulations and safety protocols is a condition of employment at Ultragenyx. Elements of safety protocols may include, but are not limited to: work from home requirements, regular or symptom-based covid testing, providing valid evidence of vaccination, mask wearing, and physical distancing.

US based roles: Full vaccination against COVID-19 is a condition of employment at Ultragenyx. This requirement applies to almost all roles at Ultragenyx based in the U.S., with very limited exceptions. If you are unable to receive a COVID-19 vaccine due to a disability, serious medical condition, or because it would violate your sincerely held religious belief, you will have an opportunity to request a reasonable accommodation.

Roles based outside the US: If the role requires travel to the US or another country that requires evidence of covid vaccination for entry, candidates and employees will be required follow the local regulations and corporate policy regarding vaccination evidence submission.

Position Summary:

ultrafocused - Work together to fearlessly uncover new possibilities

The Executive Assistant will provide overall administrative support to the EVP, Chief Legal Officer and her respective departments. ---Responsibilities will include but not limited to answering phones, calendar management, travel, expense reporting and meetings/event planning; and other duties and special projects as determined by the executive.

The Executive Assistant will be responsible for working both independently and in close collaboration with the executive team and the administrative support team. We are seeking an individual who has a successful track record of building and maintaining strong rapport with executives as well as the entire organization and possess strong interpersonal and communication skills. This individual will also have solid project management skills. The Executive Assistant fills a critical role, serving as the primary point of contact and working to ensure smooth operations of the executive's office.

This role is based at our headquarters in Novato, CA, and will require regular visits to our Brisbane, CA office as well.

Work Model:

Core: majority of the work requires being in the office or laboratory either pre, during or post pandemic.

Responsibilities:

* Day-to-day administrative support for executives and their departments as assigned, including but not limited to expense reports, vendor coordination, printing, mailing, faxing, making reservations or ordering lunch as necessary, etc.
* Manage---a heavy and complex calendar, appointments and meeting requests through MS Outlook, in a fast paced environment that requires frequent re-prioritization and shifting appointments
* Manage extensive domestic and international travel coordination including booking flights, hotels, and meeting---requirements
* Coordinate and manage regular Legal team meetings and offsites
* Coordinate conference calls and meetings at relevant industry events
* Manage and support processes for Legal group including vendor set-up, contracts, SOWs and invoicing, contract management, mail, and licensing renewals, as needed
* Word processing including formatting templates, documents and presentations, proofing, printing, copying
* SharePoint administration and support of the Legal department SharePoint pages
* Participate---in other activities and special projects as needed
* Communicate---with senior leadership, external partners and organization to schedule and set-up for critical meetings
* Extensive collaboration with internal and external contacts, including members of our Executive Leadership Team (XLT) and Board of Directors and handling of sensitive and confidential information
* Support broader Executive Assistant team as necessary
* Provide backup administrative support to Legal Department when needed

Requirements:

* Minimum of 10 years of executive administrative support experience, specifically in a fast paced, environment
* 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
* Advanced 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
* Position is office based at minimum 4 days per week in the Novato office

#LI-TT1

Full Time employees across the globe enjoy a range of benefits, including, but not limited to:

* Generous vacation time and public holidays observed by the company
* Volunteer days
* Long term incentive and Employee stock purchase plans or equivalent offerings
* Employee wellbeing benefits
* Fitness reimbursement
* Tuition sponsoring
* Professional development plans
* Benefits vary by region and country

Ultragenyx Pharmaceutical is an equal opportunity employer & prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital and veteran status. Reasonable accommodation will be provided for qualified individuals with disabilities and for qualified disabled veterans in job application procedures, as required by applicable law. If you have any difficulty using our online application system and need an accommodation due to a disability, you may contact Talent Acquisition by calling: (415) 483-8800 or by emailing us at talentacquisition@ultragenyx.com. For electronic email and mail inquiries, please include a description of your requested accommodation, your name and contact information.

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Note to External Recruiters: All candidate activity and open positions are managed strictly through our Human Resources Department. Our Human Resources Department kindly requests that recruiters not contact employees/hiring managers directly in an attempt to solicit business and present candidates. Please note that failure to comply with this request will be a factor in determining a professional relationship with our organization. Submission of unsolicited resumes prior to an agreement set in place between the Human Resources Department and the recruiting agency will not create any implied obligation. Inquiries on developing a recruiting relationship with us, may be directed to: talentacquisition@ultragenyx.com.

Keywords: Ultragenyx Pharmaceuticals Inc., Novato , Executive Assistant, Other , Novato, California