Administrative Assistant (Contractor)

  • Victoria, BC, Canada
  • Full-time
  • Department: IT

Company Description

Our Mission

Aurinia exists to make a difference. From the earliest days of the company, we’ve seen the potential in applying a creative, thoughtful and responsible approach to developing and commercializing therapies with a goal of changing the course for patients in disease areas that have been historically challenging to address. We Care, for our patients and our employees.

We are currently commercializing a treatment of lupus nephritis (LN) in the United States and preparing for potential commercialization of this compound in the EU, UK, Russia and Japan with Otsuka Pharmaceutical. We are also looking to leverage our internal capabilities to advance additional innovative therapies which have the potential to change the lives of people with rare autoimmune and inflammatory diseases.

Job Description

Aurinia is looking for an enthusiastic Administrative Assistant (AA) to cover a leave who will jump in and provide high-level support to CIO, IT and CMC Vice Presidents and Senior Directors as a member of the Administrative team. The Administrative Assistant responds to senior level contacts in a sensitive, expeditious manner, maintaining confidentiality and attending to the appropriate protocol in interaction with internal staff, external stakeholders and the general public.

Responsibilities:

  • Manage executives’ calendars and schedule meetings as required
  • Coordinates travel arrangements utilizing the company travel system (Concur) by following the Travel & Expense Policy
  • Experience with Microsoft Suites (required), Concur (preferred) and DocuSign (preferred)
  • Processes expense claims, invoices and other associated business meeting expenses accurately following the authorization matrix and company expense policy
  • Coordinates logistics for meetings such as conference facilities, catering, boardroom bookings, providing support for teleconference/video conferences and on/off-site meetings
  • Prepares, proofreads and edits correspondence, reports, minutes and agendas to ensure accuracy and completeness for quality, tone and consistency
  • Responds to information requests, preparing the necessary documentation and ensuring follow-up actions
  • Works independently under limited supervision to organize workload effectively and efficiently
  • Maintains a high level of accuracy and consistency in materials being presented for approval
  • Builds and maintains positive working relationships, provide service excellence to clients and works collaboratively within the Administrative team, engaging in strategic thinking and participating in discussions regarding effective systems and communication
  • Uses a high degree of discretion and judgement to determine priorities
  • Administration/Reception coverage
  • Back-up coverage during absences to other members of the extended Administrative team
  • Have a thorough understanding of the business’ and department’s organization structure, policies, goals, and objectives

Qualifications

  • Five years of administrative support
  • Experience working in an environment with confidential and sensitive information
  • Effective execution of duties requires a high degree of judgement and initiative with knowledge and application of best practices in business administration
  • In-depth understanding and skills in the entire MS Office suite is required; due to supporting IT, an interest in technology is an asset
  • Experience with Concur or applicable travel/expense software
  • Experience working in a dispersed work environment is an asset
  • Ability to remain calm, and demonstrate sound judgment while working under pressure
  • Able to consistently live Aurinia’s core We Care values of creating opportunity, acting responsibly, relentlessly perservering and executing with integrity

Additional Information

All your information will be kept confidential according to EEO guidelines.

Videos To Watch