Specialist, Administrative Support

The Position

Arrowhead Pharmaceuticals is seeking a highly organized, proactive, and detail-oriented Administrative Specialist to provide critical support to various leadership functions. This role is instrumental in ensuring the seamless operation of several departments, delivering high-level administrative assistance, and contributing to a collaborative and efficient work environment.

The ideal candidate is a skilled communicator, thrives in a fast-paced setting and excels at managing multiple priorities with precision and professionalism. This role reports to Sr Manager, Administrative Support.

This role is based 5x a week onsite at our Pasadena, CA Corporate Headquarters.

Responsibilities

• Event Planning: Support the planning and execution of company events, off-site meetings, celebrations, and team activities, fostering engagement and collaboration.
• Meeting Planning: Coordinate meeting logistics, including room and venue bookings, catering, and travel arrangements, creating a seamless experience for participants.
• Contract Coordination/Vendor Management: Assist with the preparation, review, tracking and organization of contracts, ensuring timely execution and compliance. Ability to communicate professionally with vendors and KOLs.
• Travel & Congress Management: Coordinate and manage domestic and international travel arrangements for various congresses, including flights, accommodations and event logistics, ensuring a smooth and efficient experience.
• Calendar Oversight: Ability to schedule meetings and appointments in Outlook with extreme accuracy and prioritization.
• Document Management: Organize and maintain confidential documents, files, and reports for swift access and secure handling, may include eTMF.
• Expense Reports: Prepare and manage expense reports in Concur ensuring accuracy and prompt processing.
• Special Projects: Contribute to special projects with a focus on delivering high-quality results within deadlines.
• Team Collaboration: Willingness to pitch in where needed, may include covering reception duties if a team member is out of office and providing assistance at company events and meetings.

Requirements

• Technical Proficiency: Strong skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience using Concur, Agiloft and Canva.
• Communication: Exceptional written and verbal communication skills; ability to interact effectively and professionally with all levels of the organization.
• Detail-Oriented: Outstanding organizational and time management skills with meticulous attention to detail.
• Adaptability: Ability to thrive in a dynamic environment with shifting priorities, responding to urgent requests as needed, even outside standard hours.
• Confidentiality: Proven ability to handle sensitive information with discretion and integrity.
• Positive attitude: Approachable, reliable, willingness to help, problem-solver.
• Additional Qualities: Resourcefulness, creativity, a sense of urgency and a proactive mindset are highly valued.

Preferred

• Bachelor's degree
• Previous Commercial/Marketing and/or Biotech support experience preferred