Clinical Affairs Administrative Assistant in Los Angeles, CA at Apex Life Sciences

Date Posted: 5/10/2018

Job Snapshot

Job Description


  • Administrative responsibilities to include written and verbal communications with internal and external customers.
  • Microsoft Office skill set Excel, PPT. Travel Concierge for external customers. Invoicing and physician payment tracking.


  • Archive, file and maintain quality records (electronically/paper copy)
  • Develop and maintain SharePoint sites.
  • Collect and maintain data (e.g. dates) in various logs, ensuring up-to-date and accurate information
  • Proactively follow up with others throughout the organization for information relevant to daily tasks and activities
  • Manage shared inboxes: monitor for incoming email correspondence, record relevant information, and act in accordance with defined protocols or procedures.
  • Organize regular, reoccurring meetings with upper management
  • Assist in reconciliation of records by comparing reports/lists and spreadsheets (experience in Excel V-look up or Access is a plus) 
  • Assist in compiling documentation in preparation for sending to regulatory agencies.
  • Tasks may include gathering specified documents/information from other teams, combining PDFs (Adobe Acrobat), generating cover letter based on template, preparing documentation for mailing, etc.
  • Track open action items and proactively follow up with action owners, driving items to completion. 


  • Extremely detail oriented and organized individual
  • Focus on quality execution of work Proficient in MS Excel, Word, Adobe PDF
  • Good communication skills
  • Prior experience working in FDA regulated industry (i.e. Medical Devices)
  • Basic familiarity working with SharePoint.
  • Ability to navigate sites/folders, grant access to users, upload/download documents, etc.
  • Familiar generating, working with and maintaining shared inboxes (MS Outlook)

EEO Employer

Apex is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at or 844-463-6178.