Senior Administrative Assistant

3 weeks ago

Redwood City, United States Planet Pharma Full time

$50 - $65 per hr (some flexibility for outstanding candidates)

100% Onsite - Redwood City CA - must be local

6 month extendable CONTRACT


The Opportunity:

As an important member of the organization, you will provide high level administrative support for the Commercial Development function, their leadership and team members including:

  • Coordinates of internal and external meetings/teleconferences (via Outlook) along with corresponding logistics, room reservations, catering, audio-visual equipment set-up, and other support needs.
  • Provides and balances administrative support across both in-office and remote field team members in different time zones.
  • Interacts with key partners in planning meetings and coordinating all logistics in partnership with functional leaders.
  • Plans and coordinate necessary offsite meetings and/or conference attendance, including conference registration, hotel stays, meeting arrangements, catering, AV equipment, and other related requests to ensure successful meetings.
  • Plans and coordinate domestic and international travel details including flights, VISA applications, travel documents, car transports, hotel bookings, restaurant reservations and other travel related needs; this may require evening or weekend support, depending on the travel requirements.
  • Provides consolidation, formatting, and/or numbering of PowerPoint presentation slides as requested.
  • Handle recruitment and onboarding activities including all full-time, temporary, and consulting candidate interview scheduling for the functions supported, as well as coordinating 1st day of new hire planning w/HR and hiring manager.
  • Coordinates consulting and/or master service agreements in partnership with legal to ensure they are in place and executed properly, including within approval limits, to support functional groups.
  • Coordinates expense report processing and reconciliation of receipts and credit card statements for the most senior staff as needed.
  • Partners with Commercial Development Operations team members to plan agendas and execute Commercial Development functional team and Cross functional Go To Market meetings and events (i.e., support speaker series, lunch and learns, etc.)
  • In partnership with other administrative staff, be a key team-player to provide overall general support as needed:
  • Assists with maintaining the kitchens, conference rooms, and general supplies.
  • Provide backup for seamless lobby coverage to receive deliveries, answer phones, and respond to visitors.
  • Maintains necessary filing systems as needed.
  • Supports Company events in partnership with HR and admin team.
  • Supports other projects and assignments as requested.


Required Skills, Experience and Education:

  • 10+ years supporting at the executive level.
  • Biotech, pharma or medical device industry experience REQUIRED
  • Ability to recognize and appropriately handle highly sensitive and confidential material and information.
  • Strong organizational, project and time management skills; detail oriented.
  • Ability to prioritize/multi-task projects and demands effectively.
  • Willingness to support the company to succeed by thinking outside of the box and job description.
  • Professional demeanor and team-player while maintaining positive, team-focused attitude.
  • Proactive and excellent self-initiative.
  • Excellent verbal and written communication skills.
  • Proficient with MS Word, Excel, PowerPoint, and Outlook calendar. Experience with applicant tracking systems highly preferred.
  • Experience with project management tools, (i.e. SmartSheet) and communications platforms (i.e., Teams portal development, newsletters) is a plus

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