Back to jobs
New

Executive Assistant

Novato, CA
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 Technical 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 Technical Operations Officer, Senior Vice President-Product Supply and Vice President-Supply Chain.    
  2. Manage and maintain a heavy and complex calendar, appointments and meeting requests through MS Outlook, in an environment that requires frequent re-prioritization and shifting appointments.  
  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, ordering lunch, coordinating vendors, printing, mailing, scanning etc.). Presentation compilation. 
  5. Prepare and complete expense reports for processing. 
  6. Participate in special projects as needed. 
  7. Participating in select team meetings, preparing minutes and action item follow up (PS). 
  8. Partner closely with other office administration team on activities and functions, acting as a backup and additional resource as needed 
  9. Extensive collaboration with internal and external contacts, and apply good judgment in handling of sensitive and confidential information. 
  10. Facilitate smooth and effective communication as first point of contact into the CTOO office. 

Requirements:

  1. Minimum of 10 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. Proficiency in MS Office Suite:  Outlook, Word, Excel, PowerPoint.  
  6. High attention to detail, excellent organizational skills and the ability to work on multiple projects with tight deadlines.  
  7. Excellent interpersonal and verbal communications skills and the ability to deal effectively with a variety of personnel both internally and outside the company.  
  8. Must be a self-starter and have a positive and flexible attitude 

#LI-CS1 #LI-Hybrid

The typical annual salary range for this full-time position is listed below. This range reflects the characteristics of the job, such as required skills and qualifications and is based on the office location noted in this job posting. The range may also be adjusted based on applicant's geographic location.


This position is eligible for annual bonus and equity incentives. Actual individual pay is determined by demonstrated experience and internal equity alignment.

Pay Range

$107,900 - $133,200 USD

 
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 and prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital and veteran status, and any other status or classification protected by applicable federal, state, and/or local laws. Reasonable accommodation will be provided for all protected statuses or classifications protected by applicable law, including individuals with disabilities, disabled veterans, for pregnancy, childbirth, and related medical conditions, and based on sincerely held religious beliefs. Applicants can request an accommodation prior to accepting a job offer. If you require reasonable accommodation in completing this application, or in any part of the recruitment process, you may contact Talent Acquisition by emailing us at talentacquisition@ultragenyx.com.

See our Privacy Policy.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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.

Create a Job Alert

Interested in building your career at Ultragenyx Pharmaceutical? Get future opportunities sent straight to your email.

Apply for this job

*

indicates a required field

Resume/CV*

Accepted file types: pdf, doc, docx, txt, rtf

Cover Letter

Accepted file types: pdf, doc, docx, txt, rtf

Education

Select...
Select...
Select...
Select...
Select...
Select...
Select...
Select...
Select...
Select...

Voluntary Self-Identification Survey

We are dedicated to fostering an inclusive workplace environment that keeps our teams inspired, empowered, and free to share new ideas—and to better finding solutions that advance the treatment of those living with rare diseases.  We invite you to voluntarily provide demographic information in a confidential survey at the end of this application to assist us in complying with legal requirements and managing our organization. Providing this information is completely optional and it will not be accessible or used by those involved in your hiring or decision-making process. Your response – or decision not to respond, has no impact on your opportunity for employment. Responses to the voluntary self-identification requests will be confidential and securely maintained and only reported in the aggregate in support of the efforts outlined above.

Select...
Select...
Select...
Select...
Select...
Select...