Administrative Assistant

Talentify; San Rafael (CA); On-site; USD 41,000 - 46,000; Full time

Benefits offered by this job

Health insurance

Health savings account

Dental insurance

Vision insurance

Flexible spending accounts

Life insurance

Retirement plan

Job summary

Talentify in San Rafael, CA is seeking an Administrative Assistant for a 1-year on-site contract. The role requires excellent organizational skills, strong communication, and experience supporting meetings, travel, procurement, and HR-related coordination.

The successful candidate will manage calendars, arrange offsite meetings, support recruitment coordination, prepare reports, and liaise with internal partners across departments.

Qualifications

• Minimum of five years related Administrative Assistant experience.
• Experience coordinating meetings/events and supporting HR processes is a plus.
• Proficiency with Outlook and MS Office suite is required.

Responsibilities

• Provide general administrative support.
• Coordinate meetings, conference calls, and logistics including room setup and catering.
• Support recruiting by scheduling interviews and hosting candidates.
• Arrange offsite meetings (hotel, restaurants, AV).
• Assist with business travel planning and expense reports.
• Order and maintain department office supplies.
• Coordinate IT issues with IT department.
• Assist onboarding of new hires.
• Attend cross-functional BPV/CMW meetings as applicable.

Skills

Event coordination

Calendar management

Communication

Multi-tasking

Attention to detail

Education

Bachelor's degree preferred

Tools

Outlook

Microsoft Office

Word

PPT

Excel

Concur

SharePoint

Job description

Administrative Assistant

Location: On-Site in San Rafael, CA every Tues. and Thurs. and two days per month in Novato

Duration: 1 year contract

Pay Range: $30.00/hour - $33.50/hour

Manager is interested in hiring an individual with previous experience with Event Coordination and Human Resource Benefits (Non-Wage compensation benefits).

The administrative assistant will be professional, attentive to details, effective in communications and management of interactions with external partners and personnel in other departments of the Company. The successful candidates will have excellent customer service and be outcome oriented. The ability to work in a fast-paced environment with strong attention to detail is essential.

Responsible for

• Provide general administrative support
• Proactively schedule and coordinate and manage meetings/conference calls and related activities including all meeting logistics such as: availability for attendees, meeting room and equipment set up, catering orders, set up, and break down, meeting materials preparation and distribution, taking meeting minutes as requested. Work with functional leads to resolve timing conflicts in order to ensure appropriate attendance.
• Participates in recruiting efforts by working with HR on scheduling of interviews, coordination of interview schedules and hosting of candidate. Participates in on-boarding activities (IT set up, introductory meetings scheduled, Concur and travel training and other duties as assigned).
• Arrange all details for offsite meetings (book hotel, make restaurant reservations, choose food for catered meals, reserve audio visual equipment, research and schedule team-building events).
• Assist with business travel planning and coordination in accordance with BMRN travel policy.
• Prepare expense reports for submission to company application.
• Order and maintain department office supplies.
• Coordinate with IT to resolve computer and other technical issues.
• Participate in onboarding activities of new hires.
• Attend and participate in BPV and CMW meetings on-site and off-site, as applicable.

Department Support

• Position will require working out of our San Rafael Corporate and Brisbane offices for optimal cross-functional interdepartmental interaction and support.
• Manage leadership team calendars, department calendars and ensure that all team/staff meetings are planned and prepared.
• Assist with department contract requests for submission into *** contract management system on an ongoing basis.
• Create/Update department project trackers/spreadsheets, as assigned.
• Create filing system for key documents and maintain in *** document management system (LiveLink).
• Assist in the preparation and distribution of documents, binders, flowcharts, Organizational Charts and presentations.

Skills

• Effective task planning and coordination abilities, including a proven ability to multi-task under pressure and deadlines.
• Requires instructions only on new assignments.
• Minimum of two years related experience.
• Must have expertise in Outlook and using standard office software applications, such as Outlook, Microsoft Office (proficient in WORD, PPT, EXCEL, Concur, and SharePoint) as appropriate for the function supported.
• Responsive to deadlines, detail-oriented, and able to prioritize multiple tasks.
• Excellent communication and interpersonal skills.
• Applies acquired job skills and company policies/procedure to complete assigned tasks that are typically semi-routine in nature.
• Quick learner and able to work proactively/ independently on most tasks, following established guidelines.

Experience

• Minimum 5 years of related experience in an Administrative Assistant role supporting a large team of people.
• Previous experience supporting Pharmacovigilance and Clinical Medical Writing within the Biotech or Pharmaceutical Industry is a plus.

Education

Bachelors degree preferred

Benefits (employee contribution)

• Health insurance
• Health savings account
• Dental insurance
• Vision insurance
• Flexible spending accounts
• Life insurance
• Retirement plan

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act