Contractor Office Administrator

Mexico City - Mexico

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

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 achieve this goal our vision is to lead the future of rare disease medicine. For us this means going where other biopharma companies wont 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 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 andpersonally come join our team.

Position Summary:

ultrafocused Work together to fearlessly uncover new possibilities

The Office Administrator will organize and coordinate office administration and procedures in order to ensure organizational effectiveness efficiency and safety. You will be responsible for developing intra-office communication protocols streamlining administrative procedures and inventory and vendor control.

The Office Administrator also will provide high quality administrative and clerical assistance to senior will include meetings making travel arrangements expenses report and organizing daily calendars.

To be successful in thisrole -the candidate should be an energetic professional who does not mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. The candidate willbe well organizedflexibleand enjoy the administrative challenges of supporting an office of diverse people.

Work Model:

Flex: This role will typically require onsite work 3 days each week depending on business many locations the business will set certain days each week that Flex employees are required to be onsite.

Responsibilities:

Office Management(40%)

Organize officeoperationsandprocedures
Manage relationships with vendors serviceprovidersand landlord ensuring that all items are invoiced and paid on time
Point person for maintenance mailing shipping supplies equipmentbillsand errands
Ensure office efficiency ismaintainedby carrying out planning and execution of equipment procurementlayoutsand office systems
Manage relations with corporate facilities department
Partner with HR Legal and Finance to develop and implement office policies by setting up procedures and standards to guide the operation of the office
Partner with HR and IT for administrative processes for new hirings
Design and implement filing systems and ensure filing systems aremaintainedand current
Coordinate with IT department on all office equipment & systems
Ensure securityintegrityand confidentiality of data
Monitor andmaintainoffice supplies inventory
Review and approve office supply acquisitions
Maintain a safe and secure working environment
Providegeneralsupporttovisitors
Support and manage legalagreement/contract management systemand generate POs

Executive administrative to senior management (40%)

ManageSenior Managementsschedules calendars and appointmentsand expenses reports
Coordinate meetings with internal and external participants addressing all necessary details for efficient and successful outcomes
Make all travel arrangements domestic and international proactively troubleshoot and address travel conflicts when needed (including after office business hours)

Events support (20%)

Participate actively in the planning and execution of company events
Support the team in researching and securing venuesplanningand managing our events calendar negotiating quotes and agreements with vendorsassistingwith eventorganization monitoringtimeframesand budgets networking and delivering on event briefobjectives.

Requirements:

Bachelorsdegree
Fluent in English native Spanish
Proven office management and executive assistant experience
Knowledge of office management responsibilitiessystemsand procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skillsin Spanish andEnglish
Strong organizational and planning skills
Proficient in MS Office: World Outlook Excel PowerPoint; Oracle/SAP and knowledge of office / finance software packages
Ability to multitask and prioritize daily workload
Ability to work independentlyanticipatenext steps and exercise discretion and confidentiality
Experience in coordinating and booking domestic and international traveland working with travel agencies
Experience in coordinating internal and external meetings and events
Effectively communicates with respect and professionalism
Ability to work closely and collaboratively with other members of the department and interact with various internal and external stakeholders
Recognized by former peers colleaguesmanagersand direct reports for attributes like:Drive Excellence Resilience Teamwork Innovation and Compassion
Experience in a Pharmaceutical or bio-tech company preferred
5 years of successful experience as a Sr. Administrative Assistant or Legal Assistant or Finance Assistant or Events Coordinator providing support to Managers and Directors

#LI-CT1 #LI-hybrid

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 .

See ourCCPA Employee and Applicant Privacy Notice.

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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:.

Required Experience:

Contract

Why Join UsBe a hero for our rare disease patientsAt 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 achieve this goal our vision is to lead the future of rare disease medicine. For us this means goi...