Administrative Assistant

A leading global organization in the pharmaceutical and commercial operations space is seeking a highly organized and detail-oriented Administrative Assistant, Global Commercialization to support its growing team. This role is ideal for someone who thrives in a fast-paced, regulated corporate environment and enjoys working across procurement, finance, operations, and executive support functions. The Administrative Assistant will serve as a key operational partner supporting vendor management, contracting workflows, meeting coordination, and day-to-day administrative excellence in collaboration with leadership and cross-functional teams.

Equal Opportunity Employer / Disabled / Protected Veterans

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For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

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We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. Additional Skills

In this role, you will learn the following key responsibilities:
Coordinate vendor onboarding, ensuring all required documentation is completed accurately and submitted in a timely manner
Support contracting workflows by partnering with Procurement, Legal, Compliance, Finance, and business stakeholders through execution
Initiate and track purchase requisitions and purchase orders while resolving status issues to ensure uninterrupted services
Review, reconcile, and monitor vendor invoices to ensure timely and accurate payment processing in compliance with company policies
Act as a liaison between vendors and internal teams to resolve onboarding, invoice, and payment-related inquiries
Maintain accurate records of vendor agreements, purchase orders, invoices, and related procurement documentation
Support budget tracking, spend monitoring, and financial reporting in partnership with Finance
Coordinate meetings, leadership sessions, workshops, and team events including logistics, materials, agendas, and follow-ups
Manage calendars and scheduling for cross-functional and leadership meetings, ensuring alignment across stakeholders
Support travel coordination and expense processing using enterprise tools such as Concur, ensuring policy compliance
Maintain SharePoint sites, documentation repositories, and ensure organized recordkeeping across teams
Assist with onboarding of new team members, including system access, training coordination, and introductory support
Prepare presentations, reports, and internal communications to support business operations
Identify opportunities to improve administrative and procurement processes through automation and digital tools

Requirements:
High school diploma or equivalent required; associate or bachelors degree preferred
3+ years of experience in administrative, operations, procurement, finance, or project coordination roles in a corporate environment
Strong proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Teams, SharePoint)
Experience with procurement, vendor onboarding, invoice processing, and purchase order workflows
Familiarity with enterprise tools such as Concur and other workflow systems
Strong organizational, communication, and stakeholder management skills
Ability to manage multiple priorities with accuracy and strong attention to detail
Experience supporting meetings, events, and executive-level coordination preferred
Ability to handle confidential information with discretion
Experience in pharmaceutical, biotechnology, healthcare, or regulated industries
Exposure to enterprise systems such as Workday, SAP, DocuSign, Veeva, or Smartsheet
Experience supporting senior leaders and commercial organizationsFamiliarity with AI productivity tools such as Microsoft Copilot