Administrative Assistant II

3 weeks ago

St Paul, United States Planet Pharma Full time

12-Month Extendable Contract


We seek an outgoing, positive individual to fulfill the role of Administrative Assistant/Office Coordinator. This role will work as part of the Research and Development (R&D) Department in supporting day to day administrative duties in the department. This is a great opportunity for someone to help support life changing work and be part of the R&D team

The individual sought will be responsible for performing general duties in support of the department. Duties will vary overt time but will include some or all of the following:

  • Scheduling Meetings
  • Assisting in the booking of meeting rooms for management meetings or department events
  • Calendar management for VP - R&D
  • Placing purchase orders (POs) for R&D materials from vendors as directed by the engineering teams
  • Working with the engineering teams to resolve purchasing queries with suppliers as they may arise
  • Creating and maintaining minutes from R&D management meetings
  • Expense reports for the R&D management team
  • Agendas for internal/external visitors to the site
  • Arrange travel for the R&D management team
  • Support the compilation of management updates
  • Scheduling and development of content for group all-employee meetings
  • Coordinating with site facilities and IT departments to escalate and resolve issues affecting the R&D department as they arise

This role will be one which works under general supervision and will report to one of the R&D management team.

Qualifications and Skills Required:

  • 2-year degree or 2 years of Relevant Experience
  • Excellent communication skills required
  • Good interpersonal skills and the ability to work as part of a team
  • High level of professionalism and discretion is critical
  • Ideally a minimum of 6 months experience in a similar role
  • Knowledge of and experience with working with MS Word, MS Excel and MS Powerpoint
  1. Hiring & onboarding - Scheduling phone screens and interviews, preparing cubicles/spaces for new hires, logistically onboarding new hires (facility tours, Workday help, badge requests, ordering computer, monitor, keyboard, phone, etc. as well as collecting, distributing, and maintaining an onboarding checklist)
  2. Documentation systems - Documentation support for Agile, Approved Supplier List, Outreach planning à WISE event and co-op recruiting require several outreach-type events. This is more of my time spent on logistics rather than content.
  3. Purchasing – Support PO’s. Ariba for ordering supplies/services and Readsoft for resolving invoices
  4. Outreach planning à WISE event and co-op recruiting require several outreach-type events. This is more of my time spent on logistics rather than content.
  5. Travel arrangements
  6. Printers – person to troubleshoot or report issues, order, change toner, recycle used etc.
  7. Shipping – could handle basic u-ship stuff (I would probably continue doing these myself, but may be good to delegate low priority shipments); as well as shipping supplies between sites to support studies, cases, etc…
  8. Cube space – managing R&D space vs other requests, help with locating or relocating employees
  9. Food – new hire welcomes, lunches for team events, etc.
  10. Scheduling large meetings – like reviews or recurring meetings requiring video rooms at multiple sites
  11. Signage – maintain end of row signs for who sits there, print cube nameplates for new employees
  12. Creating and maintaining email local distribution lists
  13. Managing logistics, slides etc. for R&D Updates and Employee Meetings
  14. Support logistics around training
  15. Other duties may be assigned

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