What are the responsibilities and job description for the Administrative/Executive Support position at Planet Pharma?
Daily Operations
Reporting
Food, Beverage & Hospitality
- Manage daily lunch, including:
- Ordering lunch according to rotating schedules ( plan for restaurant closures)
- Organize, serve, and coordinate lunch
- Act as a primary point of contact:
- To support urgent needs, last-minute changes, and general inquiries
- Assist with miscellaneous and time-sensitive requests including:
- Internal lunch orders (ERG’s, interviews, Tracie if OOO)
- Room reservations (last minute visits, interviews, double books, etc.)
- FDA/USDA visits
- Prompt responses to emails and Teams communications
- Manage client visits from start to finish, including:
- Review and process SVNs
- Booking client rooms (host, security, CRL personnel, visit details included on reservation)
- Scheduling full facility tours, lab tours, and specialized tours based on agenda availability
- Sending Visitor Guides and TB test requirements if applicable
- Organizing Teams groups for tours and client activities
- Scheduling site presentations based on agenda availability
- Scheduling agenda activities and sending calendar invites
- Sending lunch menus and calendar invites to attending client lunches
- Following up on study activities and calendars (M-Files, Outlook, etc.)
- Provide a printed Welcome Letter, Agenda, and necessary forms day of visit
- Ensure room is clean, snacks and coffee are provided (if visit is prior to reception arrival, set up in advance)
- If visitor is on site prior to reception arrival, coordinate and communicate with Host &Security to be available
- Sending host agendas for review prior to client distribution
- Providing finalized agendas to clients with host and SC attached
- Revise agenda/invites based on client’s response
- Confirming HazCom, TB, fit test, and exemption documentation via Smartsheet (noting
- Sending lunch menus and schedules
- Making client requests work and fit on agenda, less NO, more YES
- Promptly responding to client emails and follow-ups
- Provide appropriate badge upon client arrival
- Review and manage vendor visit notifications, ensuring rooms and logistics are handled as
Reporting
- Run Tuesday Reports
- KPI (Salesforce & Decision Center)
- Complete monthly credit card reporting, including:
- Detailing who the lunches are for on specific day (company or purpose ex. Onboarding)
- Detailing who attended the lunch (by name, and company)
- Compile and send Weekly Snapshots for upcoming weeks, including:
- Client visits
- Internal visits
- Revise & send for any changes
- Maintain and update the iConnect calendar
- Manage Emergency On-Call scheduling for upcoming week (including sudden changes)
- Follow up with CRL teams and clients when awaiting responses or confirmations (high
- Review and manage SPAM reports as assigned (have not done in a while but can if requested)
- Coordinate onboarding logistics for new hires, including:
- Ordering, receiving, and setting up onboarding lunches
- Preparing and distributing onboarding bags based on confirmed hires
- Provide ongoing internal support and assistance across departments
- This can look like scheduling rooms for vendors, guiding employees to certain rooms if they’re lost, directing questions to the right people, providing pest control books to QA or EH&S, client questions, random assistance!
- Be a friendly go-to resource for questions related to scheduling, site logistics, visits, and internal
Food, Beverage & Hospitality
- Order Costco supplies for client snacks (try to never run out of stock!)
- Order beverages through Aramark
- Sending reservation requests to Reno Event Teams (bi-weekly)
- Sending reminders to those with reservations Friday before wash with details
- Providing car wash reservations to Chuck
- Provide ERG’s support, including graphics when requested (via Smartsheet)
- Assist with communication materials and visuals as needed