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.