Administrative Assistant II

Planet Pharma; South San Francisco (CA); On-site; USD 34,000 - 45,000; Full time

Job summary

Planet Pharma is seeking an experienced administrative professional to support a Director-level team in Translational Safety, including Toxicology, Pathology, and gRED Nonclinical Operations. The role requires proactive management of complex calendars, travel, invoices, and confidential information in a fast-paced biotech setting.

The ideal candidate will have 5–10 years of admin experience, strong MS Office/Google skills, and excellent communication and prioritization abilities.

Qualifications

• High School Diploma and/or BS/BA.
• 5-10 years experience in administrative roles.
• Proficient in MS Office and Google suite.
• Strong written and interpersonal communication.
• Ability to multi-task and handle routine and impromptu assignments.
• Experience supporting project teams in large, matrixed biotech environments is a plus.

Responsibilities

• Maintain multiple complex calendars.
• Facilitate communications on behalf of the team.
• Plan, schedule, and coordinate onsite/offsite meetings and team building events.
• Coordinate travel and conference attendance.
• Process invoices, payments, and expense reports using standard corporate applications.
• Makes productive contributions, identifies concerns, gaps or opportunities and offers relevant recommendations and suggestions.
• Works on moderately difficult assignments, requiring resolution of issues within defined parameters that require occasional deviation.
• Solve problems and make decisions within general parameters set by ones managers.
• Exercise sound judgment and discretion of sensitive/confidential information.
• Maintain standard Development tracking tools utilizing computer and software applications.
• Serve as a resource for the department staff and administrative teams.
• Provide back-up coverage for Administrative Professional team members.
• Strong customer focus and team participation.
• May also serve as a team leader, coordinating and assigning the work of others.
• And other duties as assigned

Skills

Calendar management

Communication

Multi-tasking

Team collaboration

Problem solving

Discretion / confidential handling

Administrative support

Education

High School Diploma

BA/BS degree

Tools

Microsoft Office

Google Workspace

Email

Spreadsheets

Job description

Description

This position supports a Director-level and above in Translational Safety (e.g., Toxicology, Pathology, and/or gRED Nonclinical Operations [gNO]), as well as immediate staff and functional areas. The position is responsible for timely, accurate and effective administrative support and interfaces with a number of diversified professionals, requiring tact and effective communication skills. This individual is expected to be proactive and creative in managing required activities associated with moderately difficult projects and is also expected to handle multiple priorities, requiring the ability to multi-task. The position coordinates activities with other administrative professionals supporting Translational Safety as well as the Development Sciences division.

Functional Role and Key Accountabilities

• Maintain multiple complex calendars
• Facilitate communications on behalf of the team ensuring key information is proved clearly, quickly and accurately at the appropriate time
• Plan, schedule, and coordinate onsite/offsite meetings and team building events
• Coordinate travel and conference attendance
• Process invoices, payments, and expense reports using standard corporate applications
• Makes productive contributions, identifies concerns, gaps or opportunities and offers relevant recommendations and suggestions
• Works on moderately difficult assignments, requiring resolution of issues within defined parameters that require occasional deviation
• Solve problems and make decisions within general parameters set by ones managers
• Exercise sound judgment and discretion of sensitive/confidential information
• Maintain standard Development tracking tools utilizing computer and software applications
• Serve as a resource for the department staff and administrative teams
• Provide back-up coverage for Administrative Professional team members
• Strong customer focus and team participation
• May also serve as a team leader, coordinating and assigning the work of others
• And other duties as assigned

Qualification and Experience

• High School Diploma and/or BS/BA

REQUIRED

• 5-10 years exp- Administrative experience and/or transferable administrative skills
• Thoroughly skilled in all administrative duties
• Ability to handle routine and impromptu assignments with minimal supervision
• Must be proficient in general computer applications including but not limited to email, calendar, wordprocessing, spreadsheet, database, and presentation applications
• Microsoft Office and Google suite experience highly preferred
• Moderately skilled in written and interpersonal communication
• Ability to establish contacts outside of ones work group and functional organization and develop partnerships with others to improve efficiency
• Ability to work effectively as a team player with a diverse group of people including senior staff and administrative colleagues within and outside of the department
• Strong organization and prioritization skills with ability to multi-task
• Prior support of project teams within a largematrixed organization and biotech industry experiences a plus

Pay Rate Range: $25-33/hr depending on experience