Administrative Assistant

inSync Staffing

San Rafael, CA

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JOB DETAILS

SALARY

$30–$33.50 Per Hour

SKILLS

Administrative Skills, Audiovisual, Biotech and Pharmaceutical, Business Plan, Calendar Management, Catering Services, Clinical Support, Communication Skills, Contract Management, Corporate Policies, Cross-Functional, Customer Support/Service, Detail Oriented, Document Management, Establish Priorities, Expense Reports, Hotel Reservation, Interpersonal Skills, Leadership, Logistics, Medical Writing, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft SharePoint, Microsoft Word, Multitasking, Onboarding, OpenText Livelink Enterprise Server, Organizational Skills, Pharmacovigilance, Plan Meetings, Restaurant, Spreadsheets, Team Lead/Manager, Telephone Skills, Time Management, Travel Planning, Travel Policy

LOCATION

San Rafael, CA

POSTED

2 days ago

Administrative Assistant
Location: On-Site in San Rafael on Tues. and Thurs.
Duration: 1 year contract
Pay Range: $30.00 - $33.50

The administrative assistant will be professional, attentive to details, effective in communications and management of interactions with external partners and personnel in other departments of the Company. The successful candidates will have excellent customer service and be outcome oriented. The ability to work in a fast-paced environment with strong attention to detail is essential.

Responsible for:
"Provide general administrative support
"Proactively schedule and coordinate and manage meetings/conference calls and related activities including all meeting logistics such as: availability for attendees, meeting room and equipment set up, catering orders, set up, and break down, meeting materials preparation and distribution, taking meeting minutes as requested. Work with functional leads to resolve timing conflicts in order to ensure appropriate attendance.
"Participates in recruiting efforts by working with HR on scheduling of interviews, coordination of interview schedules and hosting of candidate. Participates in on-boarding activities (IT set up, introductory meetings scheduled, Concur and travel training and other duties as assigned).
"Arrange all details for offsite meetings (book hotel, make restaurant reservations, choose food for catered meals, reserve audio visual equipment, research and schedule team-building events).
"Assist with business travel planning and coordination in accordance with BMRN travel policy.
"Prepare expense reports for submission to company application.
"Order and maintain department office supplies.
"Coordinate with IT to resolve computer and other technical issues.
"Participate in onboarding activities of new hires.
"Attend and participate in BPV and CMW meetings on-site and off-site, as applicable.
Department Support:
"Position will require working out of our San Rafael Corporate and Brisbane offices for optimal cross-functional interdepartmental interaction and support.
"Manage leadership team calendars, department calendars and ensure that all team/staff meetings are planned and prepared.
"Assist with department contract requests for submission into *** contract management system on an ongoing basis.
"Create/Update department project trackers/spreadsheets, as assigned.
"Create filing system for key documents and maintain in *** document management system (LiveLink).
"Assist in the preparation and distribution of documents, binders, flowcharts, Organizational Charts and presentations.

Skills:
"Effective task planning and coordination abilities, including a proven ability to multi-task under pressure and deadlines.
"Requires instructions only on new assignments.
"Minimum of two years related experience.
"Must have expertise in Outlook and using standard office software applications, such as Outlook, Microsoft Office (proficient in WORD, PPT, EXCEL, Concur, and SharePoint) as appropriate for the function supported.
"Responsive to deadlines, detail-oriented, and able to prioritize multiple tasks.
"Excellent communication and interpersonal skills.
"Applies acquired job skills and company policies/procedure to complete assigned tasks that are typically semi-routine in nature.
"Quick learner and able to work proactively/ independently on most tasks, following established guidelines.

Experience:
"Minimum 5 years of related experience in an Administrative Assistant role supporting a large team of people.
"Previous experience supporting Pharmacovigilance and Clinical Medical Writing within the Biotech or Pharmaceutical Industry is a plus.

Education:
Bachelors degree preferred

Benefits (employee contribution):
Health insurance
Health savings account
Dental insurance
Vision insurance
Flexible spending accounts
Life insurance
Retirement plan

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act

About the Company

inSync Staffing

We recognize the VMS program management team is our customer and needs to be serviced with integrity, so we built and continue to improve upon our delivery methods as we strive to provide the highest quality service possible. inSync Staffing’s management team recognized ten years ago the inevitable changes to the staffing industry being brought about by technology and the growing trend of Fortune 1000 corporations to outsource management of their contingent workforces to meet compliance and cost control goals. Rather than swim upstream against the changes, inSync Staffing has embraced MSP and VMS programs as our customers, not competitors. We asked program managers how they want to be serviced. The result of their input is that we have structured inSync Staffing as a recruiting and customer service organization, unlike traditional staffing companies who sell directly to the end client. Our delivery model allows us concentrates our resources on how to best supply candidates in a very competitive MSP/VMS program environment.

COMPANY SIZE

50 to 99 employees

INDUSTRY

Staffing/Employment Agencies

FOUNDED

2014

WEBSITE

http://www.insyncstaffing.com/default.html