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Administrative Assistant

2 months ago

Sylmar, United States Global Technical Talent Full time
Administrative Assistant
  • Contract Duration 6+ months
  • Pay range: $26.62 - $28.78/hr
  • Onsite
The Opportunity:
  • This Administrative Assistant I position works on-site at our Sylmar, CA location.
  • Working under general supervision, organizes, plans, and performs a variety of clerical and administrative support duties, such as (but not limited to): receiving/screening/directing phone calls//e-mails; making travel arrangements; scheduling appointments; arranging meetings; preparing correspondence/reports/documents/presentations; coordinating the execution of contracts; submitting invoices to finance; coordinating publication clearance, submission and review; collecting/distributing data; and maintaining paper/electronic filing systems.
  • This new team member will take the initiative to ensure work is done accurately and completely and apply existing work methods to different known situations.
  • Problems involve recurring, routine situations; usually referring more complex problems to a supervisor or senior-level personnel.

Job Responsibilities:
What you'll work on:
  • Assists with calendar management, travel arrangements, expense reports, invoice processing, and other administrative tasks as required.
  • Assists with administrative support for meeting planning, town halls, and agenda management for weekly, monthly, and quarterly leadership team meetings.
  • Assists with tracking department activities and key metrics including changes in org charts, budget/invoices, quarterly progress against goals, completion of assigned pieces of training, vacation utilization, and travel.
  • Assembles, and analyzes information; prepares reports, agendas, correspondence, and memoranda as guided by general Client, Division, and site policies and practices. Converts material to final form from rough drafts which contain technical terminology.
  • Organizes, prepares, and distributes essential personnel action documents such as Personnel Action Forms (PAFs), timesheets, requisitions, and job descriptions in order that actions needed by the department are communicated to Human Resources.
  • Organizes prepares, and maintains department files, records, documentation, presentations, and other associated materials as directed.
  • Organizes, prepares, and maintains copies of vendor contracts.
  • Orders and maintains the office supply inventory for the department.
  • Resolves and/or facilitates resolution of problems including identifying causes of problems to prevent re-occurrence of problems.
  • Remains current on developments in field(s) of expertise.
  • Performs related functions and responsibilities, on occasion, as assigned.
  • Support all Company initiatives identified by management and in support of Quality Management Systems (QMS), Environmental Management Systems (EMS), and other regulatory requirements.
  • Complies with U.S. Food and Drug Administration (FDA) regulations, and other regulatory requirements.

Education And Experience Required:
  • High School Diploma/GED
  • Minimum 3 years previous administrative experience or equivalent.
  • Proficiency with M/S Office Suite (Excel, Word, PowerPoint, Outlook)
  • Organizational skills, attentiveness to detail, and the ability to work under general supervision.
  • Intermediate to advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes or Outlook.

Preferred:
  • Associate's or Bachelor's degree.
  • Workday and Concur experience is a plus.
  • Strong verbal and written communication with the ability to effectively communicate at multiple levels in the organization. Work cooperatively and productively with others.
  • Demonstrated problem-solving skills.
  • Ability to take initiative and work independently.
  • Anticipate challenges and opportunities proactively.
  • Resourceful, effectively navigates through ambiguity, and can force prioritize.
  • Adept at handling multiple assignments promptly while meeting assigned deadlines.
  • Ability to understand and comply with applicable Food & Drug Administration (FDA) regulations and Company operating procedures, processes, policies and rules is essential.
  • Able to use discretion and handle sensitive/confidential information.
  • Experience in the biotech, bio-instruments, or medical devices industries.
  • Experience working in a broader enterprise/cross-division business unit model.
  • Ability to work in a highly matrixed and geographically diverse business environment.
  • Ability to maintain regular and predictable attendance.

Notes:
  • Self-starter, able to multitask in fast paced changing environment
  • Good written and verbal communication skills
  • Microsoft Office, Visio and Ariba experience preferred.

Benefits:
  • Medical, Vision, and Dental Insurance Plans
  • 401k Retirement Fund

About The Company:
  • Our client is a globally diversified healthcare company with a central purpose of helping people live their healthiest possible lives. They offer a broad portfolio of market-leading products that align with favorable long-term healthcare trends in both developed and developing markets. Working with this company, you'll tackle a wide array of problems including some of the world's greatest healthcare challenges while experiencing myriad cultures, geographies, and technologies. They are creating the future of healthcare through life-changing technologies and products that make you healthier and stronger, quickly identify when you have a medical need, and treat conditions to help you get back to doing what you love. It serves people in more than 160 countries with leading medical devices, diagnostics, nutrition products, and branded generic medicines.
  • If you are looking for a great company to work for, look no further because our client has received an average of a four-star rating from its thousands of employees that have written positive reviews on Glassdoor and Indeed.
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