Contractor – Administrative Assistant Full Time

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 do. To achieve this goal, our vision is to lead the future of rare disease medicine. For us, this means going where other biopharma companies won’t 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 work. Ultimately, 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 and personally, come join our team.

Position Summary:

ultrafocused – Work together to fearlessly uncover new possibilities

The Administrative Assistant will provide administrative support to the Canadian operation of Ultragenyx and will be home-based in the Greater Toronto area. Responsibilities will include but are not limited to managing financial processes, calendar management, and meetings/event planning; and other duties and special projects as determined by the VP/GM. Applicants should be comfortable with a flexible schedule and workload, supporting personnel and meetings across multiple time zones and be a motivated problem-solver. This position offers the opportunity to demonstrate creative ideas and novel solutions in an entrepreneurial and fast-moving company. Applicants should be self-starters with the drive to find answers through networking, operating cross-functionally and the ability to move projects to completion. Successful candidates will have the ability to be flexible and adaptable in a dynamic environment and willing to manage multiple priorities.

Work Model:

Remote: Officially documented as working full-time from home, with travel to Ultragenyx’s offices or other locations on occasion as needed.

Responsibilities:

Administration

• Day-to-day administrative support for the Canadian Vice President & General Manager, and functional leads in Medical Affairs, Market Access, Commercial Operations, Marketing, as well as support for Canadian field teams
• Proactively manage calendar, appointments, and meeting requests through MS Outlook
• Communicate with Canadian leadership, external partners, and internal stakeholders to schedule and set up in-person and virtual meetings
• Participate in special projects and project management work as required by the business
• Contract coordination — support contract-related administrative tasks including document preparation, routing for signatures, and maintaining organized contract files

Process Management

• Compliantly manage financial processes including purchase order creation and management, invoice payment, budget management and monitoring, and other necessary processes
• Contract creation, review support, lifecycle management, and tracking across internal systems
• Monitor contract timelines, ensuring renewals, expirations, and compliance requirements are proactively addressed
• Track invoices and honoraria and ensure timely payment
• Develop tracking mechanisms in Excel for external expense budgets in alignment with invoices
• Ensure adherence to compliance requirements for payment of honoraria and invoices as well as vendor contract management
• Manage and access necessary online portals/software (iCertis, Oracle, Veeva, OneDrive, Adaptive, SharePoint, Concur, Zoom, Microsoft Teams, etc.) and others as needed
• Conduct regular check-ins with other administrative personnel to optimize activity
• Coordinate interviews, onboarding, and hiring processes

Requirements:

• Proven administrative support experience
• Prior experience managing financial processes, including purchase order management, invoice payment, budget management, and monitoring
• Demonstrated experience with contract administration, including contract drafting support, routing, tracking, and maintaining contract databases or contract management systems
• Excellent written and oral communication skills in English; bilingualism (English/French) is an asset
• Proven ability to work autonomously and prioritize workload
• Superior proficiency in MS Office Suite: Outlook, Word, Excel, PowerPoint
• Exceptional attention to detail, excellent organizational skills, and the ability to work on multiple projects with tight deadlines
• Excellent interpersonal and verbal communication skills and the ability to deal effectively with a variety of personnel both internally and outside the company
• Must be a self-starter with a positive and flexible attitude
• Previous experience in a start-up organization would be beneficial
• Some travel may be required

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 talentacquisition@ultragenyx.com.

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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: talentacquisition@ultragenyx.com.