Administrative Partner

Planet Pharma; San Diego (CA); On-site; USD 45,460 - 59,236; Full time

Job summary

Planet Pharma is seeking an Administrative Assistant in San Diego, California. This role requires proficiency in managing executive schedules, organizing meetings, and preparing essential reports.

The ideal candidate will demonstrate professional presence with executive partners, manage travel logistics, and effectively utilize MS Office tools. Success in this position involves attention to detail and the ability to handle confidential information.

Qualifications

• Experience managing calendars and planning events.
• Strong proficiency in Microsoft Office Suite.
• Ability to engage effectively with executives.

Responsibilities

• Schedule and manage meetings and travel.
• Prepare reports and maintain executive schedules.
• Organize events including conferences.

Skills

Calendar management

Meeting planning

Event planning

Presentation preparation

Expense report administration

Proficiency in Outlook

Proficiency in Word

Proficiency in Excel

Proficiency in PowerPoint

Professional presence

Job description

Target PR Range: 33-43/hr DOE

Responsibilities

• Reports to VP and/or above and typically supports a department, function or site.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Schedules and manages all domestic and international travel and accommodations, meetings and meeting logistics.
• Prepares reports by collecting and analyzing information.
• Answers, screens and directs telephone calls.
• Provides information by answering questions and requests.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Organizes, reconciles and submits expense reports in Concur.
• Acts as an ambassador – internally & externally, exhibiting a positive attitude and living our values.
• Demonstrates strong business partnership with multiple departments, functions, sites or leaders.
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
• Implements practices to increase productivity and where appropriate, effectively manages communications.
• Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
• Handles details of a highly confidential and critical nature.
• Organizes and plans a variety of events including conferences and meetings.

Requirements

• Experience with calendar management, meeting and event planning, preparation of presentations, conference registration and expense report administration.
• Ability to demonstrate professional presence to engage effectively with customers/partners at executive level.
• Must have a high level of proficiency in Outlook, Word, Excel and Power Point.
• Listed responsibilities are an essential, but not exhaustive list, of the usual duties associated with the position.
• Changes to individual responsibilities may occur due to business needs.