Administrative Assistant

Overview

Title: Office/Administration - (CW) Administrative Assistant

Location: San Rafael, CA (Hybrid) - On-Site in San Rafael on Tue and Thu

Duration: 12+ Months

• Process and submit expense reports for the People Leadership Team using Client'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 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 Clients 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.

• Minimum of four years of experience in an Administrative Assistant or similar support role.
• Advanced proficiency in Microsoft Outlook and Teams.
• Experience with Concur, Jobvite, Oracle HCM, SharePoint, Viva Engage, and Canva preferred.
• Strong working knowledge of Microsoft Excel, Word, and PowerPoint.
• Prior experience in HR preferred.
• Experience in the biotech or pharmaceutical industry is a plus.

• 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