Sr. Administrative Assistant

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Location: Irvine, CA US
Job Category: Administrative Support
Position Description
Sr. Administrative Assistant

The Senior Assistant, Administration works very closely with the executives and their teams. This role will provide all requested day-to-day support to our executives in a professional and capable way while anticipating future needs of the organization.

In particular you can expect to:

  • Complete a broad variety of administrative tasks including managing an active calendar of meetings; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; completing expense reports
  • Produce documents (Powerpoint, Excel, Word, etc) with a high level of polish suitable for executive level review.  Demonstrate ability to take information and concepts and translate them into professional level documents
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Provides analysis and recommends appropriate course of action, referral, or response
  • Work collaboratively across departments to provide a bridge for smooth communication between the Executive’s office and others; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Provide leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive, some of which may have organizational impact
  • Plan, coordinate and ensure the established Executive’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive’s time and office
  • Communicate directly and on behalf of the Executive with others on matters related to the Executive’s initiatives and objectives
  • Work closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated.
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the company
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Drive efficiency and continuous improvement in all tasks
  • Adhere to code of contact and all compliance policies and acts as a role model in such situations
  • Assist in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings
  • Create, edit and complete first drafts for written communications (Word, Powerpoint, Excel, etc) for both internal and external stake holders
  • Perform additional duties as necessary

You will have the opportunity to:

  • Meaningfully impact the company’s short-term and long-term success
  • Work closely with executives across the organization and globally
  • Grow your role as you see fit
  • Learn everything there is to know about respiratory medical device manufacturing
  • Improve patient outcomes
  • Create an inspiring workplace

To be successful, you will need:

  • 7+ years administrative experience, providing direct support at an executive level
  • Bachelor’s degree strongly preferred
  • Experience supporting multiple executives preferred
  • Ability stay calm under pressure and help find solutions when needed
  • Experience within a global organization is a plus
  • Proficient in Microsoft Office Suite
  • Experience booking international travel
  • Experience working with Concur or an expense management system is required
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, both internal and external
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Be a highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Think critically and actively seek opportunities and propose solutions for both short and long-term objectives

Some logistics:

  • Location: The current office is based in Yorba Linda however we be moving to the Irvine area. Once property is identified in Irvine this position will relocate to the new space based in the Irvine area.
  • Travel: 10%

Irvine, CA

Full time
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