Planet Pharma · 5 hours ago
Administrative Assistant
San Rafael, CA
Full-time
Hybrid
Mid Level
$23/hr - $33/hr
4+ years expPlanet Pharma is a company seeking an Administrative Assistant for a 12-month contract position in San Rafael, CA. The role involves processing expense reports, coordinating meetings, and supporting the People Leadership Team with various administrative tasks and special projects.
BiotechnologyHealth CarePharmaceutical
Hiring Manager
Patrick Sazama
Responsibilities
Process and submit expense reports for the People Leadership Team using the company's expense reporting platform (currently Concur); research and resolve discrepancies
Coordinate meetings using Outlook and Teams, including scheduling with internal and external stakeholders and managing meeting logistics
Serve as a primary administrative point of contact for People Team operations and employee requests
Support special projects and ad hoc initiatives, including preparation of presentations, spreadsheets, and audits
Perform general administrative duties and projects as assigned
Complete and process electronic Form I 9s for all new hires in compliance with federal regulations
Maintain accurate and compliant I 9 records, including audits and timely re verifications
Support onboarding activities for new hires via Jobvite
Administer the Education Reimbursement program, reviewing requests for policy compliance and submitting approved payments to Payroll
Audit and generate bi weekly reports for Payroll
Maintain the U.S. Benefits intranet page, ensuring content is current and accurate
Develop and distribute wellness-related content in partnership with wellness vendors across Viva Engage, digital displays, and internal email bulletins
Coordinate cross-functional promotion of wellness campaigns and initiatives
Support on-site events (e.g., community lunches, wellness fairs, flu shot clinics, service events) and serve as an on-site point of contact for vendors and company Security
Prepare reports, audit invoices, and submit documentation to Accounts Payable
Collect, process, scan, and route HR- and Benefits-related mail; upload documentation to SharePoint or route to appropriate stakeholders
Qualification
Required
Minimum of four years of experience in an Administrative Assistant or similar support role
Advanced proficiency in Microsoft Outlook and Teams
Strong working knowledge of Microsoft Excel, Word, and PowerPoint
Strong administrative judgment, analytical thinking, and attention to detail, particularly in compliance-driven work (e.g., I 9s, payroll reporting, reimbursements)
Demonstrated ability to interpret and apply policies and procedures accurately and consistently
Excellent written and verbal communication skills, with the ability to ensure clarity, consistency, and appropriate tone across employee communications
High level of discretion and confidentiality when handling sensitive employee and leadership information
Exceptional organizational and time-management skills, with the ability to manage competing priorities and meet deadlines in a fast-paced environment
Strong customer service orientation, with the ability to interact effectively with employees, vendors, and cross-functional partners
Ability to work independently while collaborating effectively as part of a team
Preferred
Experience with Concur, Jobvite, Oracle HCM, SharePoint, Viva Engage, and Canva preferred
Prior experience in HR preferred
Experience in the biotech or pharmaceutical industry is a plus
Benefits
Education Reimbursement
Company
Planet Pharma
Planet Pharma is a pharmaceuticals company.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Cynthia Lewis
Senior Executive Recruiter, Life Sciences - PPG Advisory Partners
Emma Morris
President, PPG Advisory Partners
Company data provided by crunchbase