Joulé · 4 hours ago
Administrative Assistant
San Rafael, CA
Contract
Hybrid
Mid Level
$29/hr - $32.27/hr
4+ years expJoulé is a leader in delivering outsourced services and workforce solutions across North America, and they are seeking an Administrative Assistant. The role involves processing expense reports, coordinating meetings, and supporting onboarding activities among various administrative tasks.
Staffing & Recruiting
Responsibilities
Process and submit expense reports for the People Leadership Team using the company’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 I9s for all new hires in compliance with federal regulations
Maintain accurate and compliant I9 records, including audits and timely re-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 biweekly 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 company 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
Qualification
Required
Minimum of 4 years of experience in an Administrative Assistant or similar support role
Advanced proficiency in Microsoft Outlook and Teams
Strong working knowledge of Microsoft Excel, Word, and PowerPoint
Preferred
Experience with Concur, Jobvite, Oracle HCM, SharePoint, Viva Engage, and Canva preferred
Prior experience in HR preferred
Experience in the biotech or pharmaceutical industry is a plus
Benefits
Health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans
Participation in a 401(k) plan
Company
Joulé
At Joulé, we believe our world is filled with possibilities – where character, integrity, and commitment drive our purpose.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase