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Executive Administrative Assistant

4 months ago

Aliso Viejo, United States MicroVention-Terumo Full time

Executive Assistant II


Provides analytical and administrative support to the Executive(s) and operates under minimal supervision. Report to Executive(s) and/or Vice President(s) or other levels where appropriate.


What You'll be Doing

  • Provides analytical and administrative support to the Executive and the department(s) Directors as needed.
  • Drafts, edits and proofreads letters, memos and other correspondence and reports.
  • Manages primarily large size projects from a full project coordination perspective and participates in determining objectives of the assignment.
  • Independently plans schedules and arranges activities in order to accomplish objectives.
  • Performs presentations and research activities to prepare for presentations.
  • Manages Ringi (Project Approval Process) generation as needed to facilitate creation of and routing for comments/approvals, including check requests, invoices and other financial documentation as directed.
  • Compiles and maintains standard reports.
  • Organizes webinars and conference calls on behalf of the Executive.
  • Organizes and coordinates meetings and provides on-site and pre/post meeting support.
  • Coordinates logistical support for meetings and customer visits.
  • Assists the Executive(s) with email organization and staff calendars.
  • Assists any other Executive Staff member with their requests.
  • Manages expense reports and travel itinerary for the Executive and the department Directors as needed.
  • Assists and directs visitors and vendors as needed.
  • Manages general office supply inventory/distribution and business card orders.
  • May monitor work of other administrative staff members, to include monitoring projects.
  • Provide back-up support for other Assistants and from time-to-time the front desk as needed or required.
  • Comply with applicable Laws and Regulations, adhere Quality Management System processes and requirements as well as demonstrate Ethics and Integrity in all matters and at all levels throughout the organization.


Skills Needed for the Role

  1. Bachelor’s degree or equivalent combination of education and experience.
  2. Minimum eight (8) years of progressive administrative support experience.
  3. Advanced proficiency with Microsoft Office products.


What Will Differentiate You from the Crowd

  1. Excellent written and verbal communication skills.
  2. Excellent attention to detail and ability to work autonomously.
  3. Excellent organizational and project coordination ability.
  4. Ability to maintain strict confidentiality and discretion at all times.
  5. Ability to operate with high degree of independence.
  6. Have and keep updated the required certification as Public Notary.
  7. Ability to interact effectively with all levels, both internally and externally.
  8. Capable of making decisions of high importance in the absence of the Executive.
  9. Excellent negotiation skills on matters of significance where impact/risk is critical.