Administrative Assistant

Job Description: Administrative Assistant

About the Role

We are seeking a professional, detail-oriented, and highly communicative Administrative Assistant to support our team in San Rafael. This dynamic role will initially focus on providing hands-on logistical and organizational support for an upcoming on-campus office move-in, while also delivering ongoing general administrative and departmental support.

The successful candidate will be outcome-oriented, capable of thriving in a fast-paced environment, and comfortable handling both physical logistics and high-level administrative tasks.

Key Responsibilities

Office Relocation & Logistics

• Assist with all aspects of the on-campus office move-in process to ensure a smooth transition to the new location.

• Categorize, index, and securely pack department files and records.

• Set up and maintain comprehensive filing systems and document management systems (e.g., LiveLink) at the new location.

• Safely lift, handle, and transport boxes and office materials across the campus.

General Administrative Support

• Proactively schedule, coordinate, and manage meetings, conference calls, and related logistics (e.g., room setup, catering, audio-visual equipment, and meeting materials).

• Assist with business travel planning and coordination in accordance with company travel policies.

• Prepare, process, and submit expense reports using company applications (e.g., Concur).

• Order and maintain department office supplies and equipment.

• Coordinate with the IT department to resolve computer, system, and technical issues.

• Participate in onboarding activities for new hires, including IT setup and introductory scheduling.

• Assist in recruiting efforts by coordinating interview schedules and hosting candidates.

Departmental Support

• Manage leadership and department calendars, ensuring all team meetings are well-planned and prepared.

• Assist with department contract requests and submissions into the contract management system.

• Create and update department project trackers, spreadsheets, and databases as assigned.

• Prepare and distribute documents, binders, flowcharts, organizational charts, and presentations.

• Attend and participate in site-specific and off-site meetings as requested.

Required Skills & Qualifications

• Experience: Minimum of 2+ years of related experience in an Administrative Assistant role, preferably supporting a large team or handling office transitions. (Previous experience in Biotech/Pharmaceutical industries is a plus).

• Technical Skills: High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SharePoint, and Concur.

• Organizational Skills: Exceptional task planning, detail orientation, and file categorization/indexing skills.

• Communication: Excellent interpersonal and communication skills for interacting with external partners and internal departments.

• Work Style: Quick learner, highly responsive to deadlines, and able to work proactively and independently on semi-routine tasks.