Contract Marketing Assistant

**Why Join Us?
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- Be a hero for our rare disease patients_
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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
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During the COVID-19 pandemic, we are committed to the health and safety of our employees and prospective employees, which means at this time our interview processes may include virtual discussions, interviews, and onboarding.
Please note that compliance with local regulations and safety protocols is a condition of employment at Ultragenyx.
Elements of safety protocols may include, but are not limited to: work from home requirements, regular or symptom-based covid testing, providing valid evidence of vaccination, mask wearing, and physical distancing._
- US based roles:_
- Full vaccination against COVID-19 is a condition of employment at Ultragenyx.
This requirement applies to almost all roles at Ultragenyx based in the U.S., with very limited exceptions.
If you are unable to receive a COVID-19 vaccine due to a disability, serious medical condition, or because it would violate your sincerely held religious belief, you will have an opportunity to request a reasonable accommodation.
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- Roles based outside the US:_
**Position Summary**:
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**_ultra_**:
- dedicated - Your biggest challenges yield rare possibilities_
The Marketing assistant will be located in São Paulo office reporting to Commercial and Marketing Director and will be member of the Commercial team.
This position will be responsible of providing support and managing schedules of the Commercial executives, day-to-day administrative tasks with the highest levels of confidentiality, organization, and attention to detail, managing and coordinating, executives travel and travel related activities including hotel booking, transportation, and meal coordination, locally and internationally, assist with the coordination of offsite meetings and manage local contracts.
This position will work closely with internal and external partners such as Commercial Operations, Commercial and Marketing, Medical Affairs, Supply Chain, Business Planning, Pharmacovigilance and Finance.
**Work Model**:
Flex: Can complete work from home during the pandemic; once return to the office 2-3 days in office to be expected and established with manager
**Responsibilities**:
- The Assistant will be responsible of providing support and managing schedules of the Commercial and Marketing Director and his direct reports with day-to-day administrative tasks with the highest levels of confidentiality, organization, and attention to detail
- Manage, coordinate, and arrange executives' travel and travel related activities including hotel booking, transportation, and meal coordination, locally and internationally.
- Assist with the coordination of offsite meetings (logistics, hotel booking, meeting rooms, etc.)
- Submit expense reports in a timely manner using the Concur System.
- Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
- Submit legal contracts (CDA's, MSA's, SOW's, Amendments and Change Orders) in the Icertis Contract system.
- Create and/or modify templates in English and/or Spanish.
- budget control and finance provision
- Maintaining comprehensive and accurate records, filing and database systems.
**Requirements**:
- Minimum experience in administrative support functions.
- Strong organizational skills and ability to prioritize multiple tasks with strong attention to detail.
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) in addition to Adobe Acrobat, Concur, Icertis and Zoom.
- Good communication (written and verbal) in English and Spanish.
- Associates degree and/or equivalent work experience.
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