Administrative Assistant

Planet Pharma; South San Francisco (CA); On-site; USD 41,000 - 52,000; Full time

Job summary

Planet Pharma is seeking an exceptionally organized Administrative Associate to coordinate meetings, support Immunology Discovery operations and communications, and plan on-site and off-site events. You will support Executive Director and staff, manage confidential information, and work with external parties across functions.

The role emphasizes multitasking, prioritization, and independent problem-solving in a fast-paced biotech environment.

Qualifications

• BA/BS degree or equivalent experience or training preferred.
• High school diploma and 5+ years of related experience required.
• Demonstrated multitasking, prioritization, organization, problem-solving, and ability to work independently with discretion.

Responsibilities

• Calendaring: manage complex scheduling across multiple time zones, with high confidentiality.
• Guest speaker/interview scheduling: coordinate visits, travel, expenses, and program coordination.
• Recruitment support: assist Hiring Managers with interviews and materials.
• Meeting planning: schedule on-campus and off-site department meetings and events.
• Contracts/POs: assist with vendor contracts, PO setup, and invoice processing.
• Expense reporting and purchasing: compile and process expense reports, manage purchasing cards.

Skills

Multitasking

Prioritization

Organization

Problem solving

Independent work

Interpersonal communication

Judgment and discretion

Education

BA/BS degree

High school diploma

Job description

We are seeking an exceptionally organized, motivated, and professional person who enjoys working in a fast-paced environment to provide coordination of meetings, support departmental operations and communications and to plan and manage on-site and off-site events. The candidate will have primary responsibility for members of the Immunology Discovery group and will work with other Administrative Associates within closely-related functions.

The successful candidate will be adept at problem solving and support Executive Director and staff in a proactive manner. They will have excellent interpersonal and communication skills and experience in multi-tasking, prioritization, organization, problem-solving, and working independently. The candidate will display judgment and discretion regarding sensitive/confidential and proprietary information and be comfortable learning new technologies or software applications to manage staff needs. The candidate will contribute to organizational and corporate goals to ensure the smooth daily operation of the department.

Who you are:

• BA/BS degree or equivalent experience or training preferred.
• High school diploma and 5+ years of related experience required.
• Demonstrated skills in multitasking, prioritization, organization, problem-solving, and working independently. Excellent judgment and discretion regarding sensitive/confidential and proprietary information.
• Can manage interpersonal interactions at all levels in a tactful and professional manner.
• Solid experience working across various functions and with external parties as well as manage complex or sensitive information
• Knowledge of business, organizations, guidelines, policies and systems as well as the Biotech industry is a plus.

Responsibilities include:

Calendaring: Ability to manage complex scheduling, in multiple time zones, various levels of internal and external stakeholder management, often with a high level of confidentiality required. Capable of managing and supporting larger internal meetings with sophisticated webcasting and technology.

Guest Speaker and Interview Scheduling: Coordinate and arrange visits from guest research speakers/consultants/interviewees including creating a schedule, making travel arrangements, and processing expenses. Partner with Senior Staff to coordinate the overall guest speaker program.

Recruitment and Candidates: Support Hiring Managers with recruitment of new headcount including organizing interviews. Ability to collect recommendation and evaluation materials and prepare packages for approval committees a plus.

Meeting Planning (on campus and off site): Coordinate and schedule for recurring department meeting series, onsite and offsite meetings, team meetings, and other high-level meetings or events.

Contracts/Purchase Orders: Support external vendor contracting, purchase order set up, and review and processing of invoices.

Expense Reporting and Purchasing: Support the compiling, completing, and processing of expense reports. Manage company purchasing credit card for the department and reconcile purchases in a timely manner.

Pay Rate Range: $30-38/hr depending on experience