Overview
Administrative Assistant Jobs in San Rafael, CA at Planet Pharma
Title: Administrative Assistant
Company: Planet Pharma
Location: San Rafael, CA
2-Year Contract
$29-$34/hour
Responsibilities
Manage Covid process, including working closely with third party administrator for initial intake, follow-up with workers/managers/security, maintain and create reports, and provide high-level data to Senior Leaders
Maintain calendars for People Leadership Team using Outlook
Coordinate both domestic and international travel for People Leadership Team
Process and submit expense reports for People Leadership Team using the company’s reporting software program (currently Concur), research and resolve expense report discrepancies
Plan team and cross-functional off-sites through coordination with internal stakeholders and external vendors
Using Outlook and Teams, schedule meetings with internal and external groups as needed, including organizing meeting logistics
Ensure smooth communication with employees and timely resolution for their inquiries
Attend on-site events, including but not limited to, flu shot clinics, blood drives, and wellness fairs. Point of contact for vendors
Prepare reports, audit and submit invoices to AP
Audit and generate bi-weekly reports to Payroll
Maintain U.S. Benefits page on company intranet
Handle special projects and ad-hoc requests as needed (e.g. assistance with preparing presentations, Power Point slides, spreadsheets, and auditing)
Other administrative duties and/or projects as assigned
Requirements:
High School Diploma required. AA or BA preferred.
Minimum four years of related experience in an Administrative Assistant role
Must have expertise in Outlook. Experience with Teams a plus
Proficiency with standard office software applications (Excel, Word, PowerPoint) required
Strong customer service and analytical skills, with the ability to liaise with all levels of the organization
Responsiveness to tight deadlines, detail-oriented, and able to prioritize multiple tasks
Excellent interpersonal and communication skills
Proven ability to be discrete and maintain sensitive/confidential information.
Ability to work both independently and in a team effort
Maintain a high level of professionalism
Enjoys a challenging, fast-paced environment and can demonstrate strong organizational skills
Previous experience within HR and the Biotech or Pharmaceutical Industry is a plus
Prior experience supporting executives is preferred
