INC - Administrative Assistant

Pharmaron Beijing Co. Ltd.; Waltham (MA); Hybrid; USD 82,667,000 - 89,544,000; Full time

Benefits offered by this job

Medical, Dental & Vision Insurance

401(k) with employer matching

PTO, Sick Leave & Holidays

HSA contributions

Life Insurance

Job summary

Pharmaron Beijing Co. Ltd. in Waltham, MA seeks an Administrative Assistant to support our Business Development and Sales Administration teams in a fast-paced, hybrid setting.

You will coordinate contracts, quotations, and client communications, while ensuring data quality and efficient office operations. The role requires 2–4 years of administrative experience, strong organization, and proficient MS Office skills.

Qualifications

• 2–4 years of administrative experience, preferably supporting sales, business development, contract administration, or operational teams.
• Outstanding organizational skills and attention to detail.
• Ability to work independently while managing multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

Responsibilities

• Coordinate client contract signatures, tracking, and document management using DocuSign, email, and Salesforce.
• Support Business Development with client orders, quotations, follow-up activities, and data quality initiatives.
• Coordinate client lunches, employee onboarding, expense reports, and corporate credit card reconciliation.
• Manage office supplies, shipping requests, and company events.
• Prepare and distribute weekly employee anniversary communications.
• Respond professionally to client inquiries and route requests as needed.
• Maintain organized digital and physical files, reports, and documentation.
• Provide general administrative support and assist with special projects.

Skills

Administrative experience

Organizational skills

Communication skills

Multitasking

Sales support

Tools

Salesforce

Microsoft Office

DocuSign

Job description

Position:

Administrative Assistant

Hourly Range:

$28.85 to $31.25

Location:

Waltham, MA (Hybrid, 3 days in office, 2 days remote)

About Pharmaron

Pharmaron is a global contract research and manufacturing organization (CRO/CDMO)helping pharma and biotech companies bring new therapies to life. With over 25,000 employees worldwide across 28 locations in the US, UK, China, and Singapore, we support drug discovery through to manufacturing with fully integrated high-quality services.

We're proud of the impact we make and just last year, we supported 887 discovery projects, 1,100+ CMC programs, and 1,397 clinical trials across all phases. Our teams are involved in everything from small molecules, ADC's, biologics, and gene therapies and we work with more than 3,300 global customers. To learn more, visit www.pharmaron.com.

What You'll Do

Pharmaron is seeking a highly organized and proactive Administrative Assistant to support our Business Development and Sales Administration teams. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in delivering exceptional administrative and client support, If you are resourceful, customer-focused, and eager to contribute to a collaborative and growing company, we'd love to hear from you.

Key Responsibilities

• Coordinate client contract signatures, tracking, and document management using DocuSign, email, and Salesforce.
• Support Business Development with client orders, quotations, follow-up activities, and data quality initiatives.
• Coordinate client lunches, employee onboarding, expense reports, and corporate credit card reconciliation.
• Manage office supplies, shipping requests, and company events.
• Prepare and distribute weekly employee anniversary communications.
• Respond professionally to client inquiries and route requests as needed.
• Maintain organized digital and physical files, reports, and documentation.
• Provide general administrative support and assist with special projects.

What We're Looking For

• 2-4 years of administrative experience, preferably supporting sales, business development, contract administration, or operational teams.
• Outstanding organizational skills and attention to detail.
• Ability to work independently while managing multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent problem-solving and time-management abilities.
• Self-motivated and highly organized
• Professional and customer-focused
• Adaptable in a fast-paced environment
• Strong problem-solver and team player

Preferred Qualifications

• Experience working with Salesforce or another CRM platform.
• Experience supporting contract administration, sales operations, or business development functions.
• Event planning or office coordination experience.

Why Pharmaron?

Pharmaron is a premier service provider for the life sciences industry. Founded in 2004, Pharmaron has invested in its people and facilities and established a broad spectrum of research, development, and manufacturing service capabilities throughout the entire drug discovery, preclinical, and clinical development process across multiple therapeutic modalities, including small molecules, biologics, and CGT products. With over 25,000 employees and operations in the US, UK, China, and Singapore. Pharmaron has an excellent track record in delivering R&D solutions to its partners in North America, Europe, Japan, and China.

Collaborative Culture:

You will thrive in our inclusive and collaborative environment, where teamwork and innovation go hand in hand. Here, your voice matters, and your contributions make a real impact. "Employees Number One" and "Clients Centered" are the core cultural values at Pharmaron. Our culture, which sets Pharmaron apart from other organizations, has evolved from our deep commitment to our employees, partners, and collaborators.

Benefits:

• Comprehensive Medical, Dental & Vision Insurance with significant employer contributions
• 401(k) Retirement Plan with generous employer matching
• Generous Paid Time Off (PTO), Paid Sick Leave & Company Holidays to support work-life balance
• Employer-funded Health Savings Account (HSA) contributions (for eligible plans), plus Healthcare & Dependent Care Flexible Spending Accounts
• 100% Employer-paid Employee Life Insurance, AD&D, Short- and Long-Term Disability Insurance
• Employee Assistance Program (EAP), mental health resources, and wellness programs
• Family-friendly benefits, including fertility support and maternity resources
• Professional development and career growth opportunities within a leading global CRO/CDMO

As an Equal Employment Opportunity and Aff…

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