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Administrative Assistant
770 Lindaro Street San Rafael, CA 94901 US
Job Description
Administrative Assistant
Responsibilities
• Process and submit expense reports for the People Leadership Team using the company's expense reporting platform (currently Concur); research and resolve discrepancies.
• Coordinate meetings using Outlook and Teams, including scheduling with internal and external stakeholders and managing meeting logistics.
• Serve as a primary administrative point of contact for People Team operations and employee requests.
• Support special projects and ad hoc initiatives, including preparation of presentations, spreadsheets, and audits.
• Perform general administrative duties and projects as assigned.
• Complete and process electronic Form I 9s for all new hires in compliance with federal regulations.
• Maintain accurate and compliant I 9 records, including audits and timely re verifications.
• Support onboarding activities for new hires via Jobvite.
• Administer the Education Reimbursement program, reviewing requests for policy compliance and submitting approved payments to Payroll.
• Audit and generate bi weekly reports for Payroll.
• Maintain the U.S. Benefits intranet page, ensuring content is current and accurate.
• Develop and distribute wellness-related content in partnership with wellness vendors across Viva Engage, digital displays, and internal email bulletins.
• Coordinate cross-functional promotion of wellness campaigns and initiatives.
• Support on-site events (e.g., community lunches, wellness fairs, flu shot clinics, service events) and serve as an on-site point of contact for vendors and company Security.
• Prepare reports, audit invoices, and submit documentation to Accounts Payable.
• Collect, process, scan, and route HR- and Benefits-related mail; upload documentation to SharePoint or route to appropriate stakeholders.
Experience & Technical Skills
• Minimum of four years of experience in an Administrative Assistant or similar support role.
• Advanced proficiency in Microsoft Outlook and Teams.
• Experience with Concur, Jobvite, Oracle HCM, SharePoint, Viva Engage, and Canva preferred.
• Strong working knowledge of Microsoft Excel, Word, and PowerPoint.
• Prior experience in HR preferred.
• Experience in the biotech or pharmaceutical industry is a plus.
Core Competencies
• Strong administrative judgment, analytical thinking, and attention to detail, particularly in compliance-driven work (e.g., I 9s, payroll reporting, reimbursements).
• Demonstrated ability to interpret and apply policies and procedures accurately and consistently.
• Excellent written and verbal communication skills, with the ability to ensure clarity, consistency, and appropriate tone across employee communications.
• High level of discretion and confidentiality when handling sensitive employee and leadership information.
• Exceptional organizational and time-management skills, with the ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Strong customer service orientation, with the ability to interact effectively with employees, vendors, and cross-functional partners.
• Ability to work independently while collaborating effectively as part of a team
Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements.
Fraud Alert: Candidate safety is a top priority at Planet Pharma. The 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, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.
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