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Executive Assistant

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POST DATE 9/16/2016
END DATE 10/17/2016

Adamas Pharmaceuticals, Inc. Emeryville, CA

Emeryville, CA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)


Reporting to the Chief Medical Officer, the Executive Assistant will provide advanced administrative support to help ensure the smooth operations of the Executive Office. Specifically, the Executive Assistant will directly support the Chief Medical Officer (CMO), as well as, the department heads reporting to the CMO including Clinical Research, Medical Affairs, Biometrics and Clinical Operations. Successful candidates will be extremely well organized, an excellent communicator, capable of effectively managing complex schedules, interfacing with the company Board of Directors, and working closely with other members of the Adamas Administrative team to coordinate various activities. Over time, the Executive Assistant will be able to anticipate many of the needs of the team and will be proactive in the execution of those needs.

Primary function is to provide administrative support to the CMO and the department heads reporting to the CMO;
Represent Adamas with external customers, including extremely influential clinical & scientific thought leaders, as an ethical, highly professional, articulate and dependable pharmaceutical company;
Maintain complex calendars and coordinate meetings and conferences, both on and off site which may include extensive logistical arrangements depending on the nature of the meeting and participants;
Manage extensive domestic and international meeting and travel arrangements involving multiple locations and individuals; prepare complex itineraries that may often require changes and prepare subsequent final expense reports;
Supports interdepartmental communications and communications with external clients; this will involve extensive collaboration with internal and external contacts and the handling of sensitive and often highly confidential information;
Establish and maintain e-filing systems on department-related business to achieve quick retrieval according to Corporate and cGXP standards;
Draft letters and documents required with minimal guidance, format templates, documents and presentations, proofreads, etc;
Maintain databases, including SharePoint, Library Management, Microsoft based documents and other documents as required by department heads;
Perform general administrative functions (answering phone calls, ordering meals, coordinating vendors, copying, printing, mailing, faxing, scanning and binding, etc.);
Manage administrative and special projects as assigned by the CMO and their team;
On occasion, willing to provide administrative support during off hours, including weekends, as emergencies arise;
Maybe required to travel domestically two times per year;
Proactively provide backup support to the other members of the Adamas administrative team as requested;
Complies with corporate policies and procedures, as well as, US healthcare laws and regulations