Administrative Assistant in San Diego, CA

Comments:

• Candidates must have at least 5 years of experience working in this role
• Candidates should be able to comfortably speak up and make recommendations that will improve tasks/process
• Fast paced environment; able to prioritize and able to navigate through last minute changes
• Must be able to manage time
• MUST BE ONSITE
• Must have excellent communication skills
• Microsoft Suite is must

INTAKE NOTES:

• ONSITE; Working hours: 8:00am – 5:00pm
• At least 5 years supporting executives ideally
• Will support Commercial Diagnostics
• Fast paced

ADDITIONAL COMMENTS:

• Candidates must have at least 5 years of experience working in this role
• Candidates should be able to comfortably speak up and make recommendations that will improve tasks/process
• Fast paced environment; able to prioritize and able to navigate through last minute changes
• Must be able to manage time
• MUST BE ONSITE
• Must have excellent communication skills
• Microsoft Suite is must
• First round interview will be virtual (60 minutes between 2-4pm)

Summary:

• Client is seeking an Administrative Assistant to support members of our Diagnostics senior leadership team.
• This San Diego, office-based position will provide administrative support to the Commercial Vice Presidents (VPs) within the Diagnostic Solutions leadership team.

Duties & Responsibilities:

• Managing administrative functions for Commercial VPs, including but not limited to scheduling meetings across multiple time zones (new and reoccurring), preparing expense reports, preparing, and modifying documents including but not limited to memos, agendas, and assist in managing the high volume and prioritization of email traffic.
• Provide administrative support to Executives as needed, provide general office support with a variety of clerical activities and related tasks, which includes minute taking at designated meetings, as requested; completing requisitions for purchase orders and assisting in tracking contract accruals.
• Manage heavy and detailed travel planning, which include domestic and international travel itineraries; ability to make changes if travel disruptions occur, sometimes with short notice.
• Coordinate internal team and external customer meetings and collaborate with internal event planning team to coordinate larger meetings; both domestic and international
• Develop a strong organizational understanding of people, processes, structure, and systems to guarantee an effective, strategic partnership with the executives to drive execution of day-to-day activities, deliverables, and planning.
• Demonstrate ability to understand and anticipate the needs of each Executive.
• Collaborate with other members of the administrative team to provide seamless support for all Diagnostic Solutions related activities.
• Coordinate various functional events, lunches and team experiences that drive engagement and live into/drive the culture of the organization.
• Collaborate and partner with members of the executive administration team and other functional partners to effectively serve the needs of the business and teams.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the basic knowledge, skills, and/or abilities required:

• Onsite requirement. This role is office based. Applicants must be willing and able to work onsite during core business hours Monday-Friday.
• Experience providing simultaneous support for multiple executive level leaders and their teams.
• Demonstrated passion for professional VP-level support and administration.
• Demonstrated impeccable integrity, credibility, and quality in work product.
• Self-motivated with a strong work ethic; dedicated to quality, accuracy, and timeliness of results; 100% reliable in tracking, communicating, and completing all business in a timely and efficient manner.
• Able to operate in a fast-paced environment with many moving parts, as well as demonstrated ability to manage time and priorities with limited on-site supervision.
• Able to collaborate across departments, functions, and divisions.
• Excellent planning, time-management, and organizational skills – extremely fast-paced environment
• Able to maintain a professional demeanor.
• Excellent verbal and written communications and interpersonal skills; demonstrated people and project management skills as well as the ability to communicate clearly with other administrators, and executives.
• Able to handle sensitive information with a high degree of discretion and confidentiality.
• Demonstrated ability to be proactive, anticipate needs, take initiative, and exercise good independent judgment, and financial responsibility.
• Expertise with Microsoft Suite offerings, including Word, Excel, Visio, and PowerPoint.
• Knowledge/experience with Oracle Human Capital Management (HCM) system, Box, various social media platforms and marketing is a strong plus.
• Ability to travel domestically, on occasion, as needed (no more than 10% availability)
• After-hours availability as needed.

Experience:

• Minimum 5 years of experience providing executive (vice president and above) administrative support; large, global company experience preferred.
• Internal candidates are encouraged to apply.
• Maintain discretion and confidentiality
• Safeguard the company's intellectual property, information, and assets

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