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Ultragenyx logo
Ultragenyx

Rare mission. Fearless team. Incredible possibilities.

Administrative Assistant

Administrative AssistantAdministrative AssistantFull TimeRemoteSeniorTeam 501-1,000Since 2010H1B SponsorCompany SiteLinkedIn

Location

Canada

Posted

9 days ago

Salary

0

Seniority

Senior

EnglishOracle

Job Description

Administrative Assistant

Ultragenyx

• Day-to-day administrative support for the Canadian Vice President & General Manager, and functional leads in Medical Affairs, Market Access, Commercial Operations, Marketing, as well as support for Canadian field teams • Proactively manage calendar, appointments, and meeting requests through MS Outlook • Communicate with Canadian leadership, external partners, and internal stakeholders to schedule and set up in-person and virtual meetings • Participate in special projects and project management work as required by the business • Contract coordination — support contract-related administrative tasks including document preparation, routing for signatures, and maintaining organized contract files • Compliantly manage financial processes including purchase order creation and management, invoice payment, budget management and monitoring, and other necessary processes • Contract creation, review support, lifecycle management, and tracking across internal systems • Monitor contract timelines, ensuring renewals, expirations, and compliance requirements are proactively addressed • Track invoices and honoraria and ensure timely payment • Develop tracking mechanisms in Excel for external expense budgets in alignment with invoices • Ensure adherence to compliance requirements for payment of honoraria and invoices as well as vendor contract management • Manage and access necessary online portals/software (iCertis, Oracle, Veeva, OneDrive, Adaptive, SharePoint, Concur, Zoom, Microsoft Teams, etc.) and others as needed • Conduct regular check-ins with other administrative personnel to optimize activity • Coordinate interviews, onboarding, and hiring processes

Job Requirements

  • Proven administrative support experience
  • Prior experience managing financial processes, including purchase order management, invoice payment, budget management, and monitoring
  • Demonstrated experience with contract administration, including contract drafting support, routing, tracking, and maintaining contract databases or contract management systems
  • Excellent written and oral communication skills in English; bilingualism (English/French) is an asset
  • Proven ability to work autonomously and prioritize workload
  • Superior proficiency in MS Office Suite: Outlook, Word, Excel, PowerPoint
  • Exceptional attention to detail, excellent organizational skills, and the ability to work on multiple projects with tight deadlines
  • Excellent interpersonal and verbal communication skills and the ability to deal effectively with a variety of personnel both internally and outside the company
  • Must be a self-starter with a positive and flexible attitude
  • Previous experience in a start-up organization would be beneficial
  • Some travel may be required

Benefits

  • 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

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