Administrative Assistant - People Team

1-Year Contract | Potential to Extend or Convert
Pay Rate: $30-32/hr 
Hybrid Schedule: Onsite in San Rafael every Tuesday and Thursday, plus approximately two Wednesdays per month in Novato.

Position Overview

We are seeking a highly organized and proactive Administrative Assistant to support its People (Human Resources) Team. This role combines administrative support with HR operations, employee benefits, onboarding, wellness initiatives, and event coordination.

The ideal candidate is detail-oriented, dependable, and comfortable working independently in a fast-paced environment. The hiring team is particularly interested in candidates with HR/benefits exposure, strong event coordination experience, and a history of stability with previous employers.

Key Responsibilities

• Process expense reports for People Team leadership using Concur.
• Coordinate meetings, calendars, and logistics using Outlook and Teams.
• Support new hire onboarding, including electronic I-9 processing and compliance.
• Assist with employee benefits programs, including Education Reimbursement requests and payroll reporting.
• Maintain benefits documentation and internal content using SharePoint.
• Support wellness initiatives and employee communications.
• Coordinate onsite employee events, wellness fairs, flu shot clinics, lunches, and other People Team programs.
• Partner with vendors and internal teams to ensure successful event execution.
• Prepare presentations, spreadsheets, reports, audits, and department materials.
• Audit invoices and coordinate documentation with Payroll and Accounts Payable.
• Serve as an administrative point of contact for employee and People Team requests.
• Support special projects and additional HR initiatives as needed.

Qualifications

• 4+ years of Administrative Assistant, HR Coordinator, People Operations, or similar experience.
• Previous HR and employee benefits experience preferred.
• Strong event planning and coordination experience.
• Demonstrated job stability with multiple years of tenure at previous employers preferred.
• Ability to work independently, take initiative, and manage competing priorities.
• Advanced proficiency with Outlook, Teams, Excel, Word, and PowerPoint.
• Experience with Concur, Jobvite, Oracle HCM, SharePoint, Viva Engage, or Canva is a plus.
• Strong attention to detail, particularly with compliance-related responsibilities.
• Excellent communication skills and discretion when handling confidential employee information.
• Biotech or pharmaceutical industry experience is a plus.