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.
Remote: Officially documented as working full-time from home, with travel to Ultragenyx's offices or other locations on occasion as needed.
Administration
1. 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
2. Proactively manage calendar, appointments, and meeting requests through MS Outlook
3. Communicate with Canadian leadership, external partners, and internal stakeholders to schedule and set up in-person and virtual meetings
4. Participate in special projects and project management work as required by the business
5. Contract coordination — support contract-related administrative tasks including document preparation, routing for signatures, and maintaining organized contract files
Process Management
1. Compliantly manage financial processes including purchase order creation and management, invoice payment, budget management and monitoring, and other necessary processes
2. Contract creation, review support, lifecycle management, and tracking across internal systems
3. Monitor contract timelines, ensuring renewals, expirations, and compliance requirements are proactively addressed
4. Track invoices and honoraria and ensure timely payment
5. Develop tracking mechanisms in Excel for external expense budgets in alignment with invoices
6. Ensure adherence to compliance requirements for payment of honoraria and invoices as well as vendor contract management
7. Manage and access necessary online portals/software (iCertis, Oracle, Veeva, OneDrive, Adaptive, SharePoint, Concur, Zoom, Microsoft Teams, etc.) and others as needed
8. Conduct regular check-ins with other administrative personnel to optimize activity
9. Coordinate interviews, onboarding, and hiring processes
1. Proven administrative support experience
2. Prior experience managing financial processes, including purchase order management, invoice payment, budget management, and monitoring
3. Demonstrated experience with contract administration, including contract drafting support, routing, tracking, and maintaining contract databases or contract management systems
4. Excellent written and oral communication skills in English; bilingualism (English/French) is an asset
5. Proven ability to work autonomously and prioritize workload
6. Superior proficiency in MS Office Suite: Outlook, Word, Excel, PowerPoint
7. Exceptional attention to detail, excellent organizational skills, and the ability to work on multiple projects with tight deadlines
8. Excellent interpersonal and verbal communication skills and the ability to deal effectively with a variety of personnel both internally and outside the company
9. Must be a self-starter with a positive and flexible attitude
10. Previous experience in a start-up organization would be beneficial
11. Some travel may be required
#LI-CK1 #LI-Remote
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
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Leading with purpose. Every day.
“Ultragenyx was founded to advance innovative medicines for rare and ultrarare diseases that have never been treated before. We are delivering transformative therapies across multiple indications, and we have one of the most robust and diverse clinical pipelines in rare disease. Our focus is on doing the right things for patients both during development and commercialization to deliver on the promise of these therapies in a way that's meaningful for rare disease communities.”
Emil D. Kakkis, M.D., Ph.D.
Chief Executive Officer and President
We have an inclusive culture of value and respect.
Ultragenyx brings novel products to those living with rare and ultrarare diseases with a focus on debilitating genetic diseases. Founded in 2010, we have rapidly built a diverse portfolio of approved therapies and products aimed at diseases with a high unmet medical need for which many have no approved therapies. It takes courage, care, talent, and dedication to make a meaningful impact for those living with rare diseases, their families and the rare disease community.
We put our people first, so they can take care of the rare disease community.
We purposefully cultivate and nurture a dynamic, supportive work environment where we encourage every team member to share their new ideas and help us unlock more possibilities. Our team is made up of exceptional and diverse people with a strong passion and commitment to helping those living with rare diseases. By embracing generosity, curiosity, inclusion, and humility we are constantly learning together—fostering an environment that supports profound growth and fulfillment.
If you want to have a meaningful impact, do the best work of your career while having fun and growing professionally and personally, come join our team!
Visit our community guidelines at: https://ultragenyx.co/community
