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Talent Acquisition/HR Administrative Assistant
201 Haskins Way, Suite 101 South San Francisco, CA 94080 US
Job Description
Position Summary:
The Talent Acquisition/HR Administrative Assistant will play a key role in supporting the recruiting process and the HR and Executive Team. This position is responsible for coordinating interviews, managing candidate communications, and ensuring a smooth and professional experience for both candidates and hiring teams. In addition, this role supports the CHRO with projects and programs that span the HR Function, including site culture and employee engagement. The ideal candidate brings exceptional attention to detail, strong organizational skills, and experience working within an Applicant Tracking System (ATS), preferably Greenhouse. This role requires the ability to handle multiple priorities while maintaining a high level of professionalism and confidentiality in a fast-paced, dynamic environment.
Key Roles and Responsibilities:
- Schedule and coordinate interviews for candidates across multiple departments and time zones, including complex multi-round and panel interviews
- Serve as a primary point of contact for candidates, hiring managers, and interviewers to ensure seamless communication and an exceptional candidate experience in partnership with the recruiter
- Maintain accurate and up-to-date candidate information and recruiting workflows in Greenhouse ATS
- Partner closely with recruiters and hiring managers to anticipate scheduling needs and proactively address conflicts or challenges
- Prepare and distribute interview materials, agendas, and logistical information to participants
- Support the South San Francisco Site’s employee culture and engagement initiatives; back up the Executive Administrative Assistants as needed for meetings, events, and program coordination
- Support onboarding activities as needed, including pre-hire paperwork coordination and background check tracking
- Assist with recruitment operations and reporting tasks such as maintaining dashboards or tracking key metrics
- Uphold a high level of professionalism and discretion when handling sensitive candidate and company information
- Contribute to continuous improvement efforts within the talent acquisition function by identifying opportunities for process efficiency and enhancing the candidate experience
Education:
- Preferred Education: Bachelor’s degree in Human Resource Management or related discipline
Preferred Experience:
- Minimum of 3+ years of experience in a talent acquisition coordination or HR support role, ideally within the pharmaceutical, biotechnology, or life sciences industry
Knowledge, Skills, and Abilities:
- Proficiency with Greenhouse ATS or similar systems; Microsoft Office Suite and/or Google Workspace proficiency required
- Exceptional attention to detail and organizational skills
- Strong written and verbal communication skills
- Demonstrated ability to interact professionally with candidates, hiring managers, and senior leaders, including the C-Suite
- Proven ability to manage competing priorities and meet deadlines in a fast-paced environment
- Discretion and judgment in handling confidential information
Pay Rate Range: $30-39/hr depending on experience
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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