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People Team Administrative Assistant

San Rafael, CA 94901

Posted: 02/07/2024 Employment Type: Contract Job Category: Administrative Job Number: 599869 Is job remote?: No Country: United States

Job Description

  • 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'sreporting 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

The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at Planet Pharma.

Planet Pharma and The Planet Group of Companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.

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About San Rafael, CA

Ready to take the next step in your career? Explore our job opportunities in the vibrant San Rafael, California area! Nestled in Marin County, San Rafael offers a perfect blend of picturesque landscapes, cultural attractions such as the Marin Veterans' Memorial Auditorium and the Marin History Museum, and a thriving culinary scene with diverse eateries like Sol Food and Terrapin Crossroads. This charming city also boasts easy access to outdoor adventures at China Camp State Park and opportunities to appreciate local art at the Falkirk Cultural Center. Join us in San Rafael, where career growth meets undeniable charm – apply now and discover your next career move in this dynamic region!

Although this hasn't been an issue at Planet Pharma, the staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly and never provide banking information during the application process. Candidate safety is a top priority at Planet Pharma.