Administrative Assistant

1 week ago

San Dimas, California, United States LeadStack Inc. Full time

Job title: Administrative Coordinator III

Location: San Dimas, CA

Duration: 6 months

Pay rate: $35/hr on W2

Description:

  • We are seeking a highly motivated individual to join us as an Administrative Coordinator to support the Vice President of our Process Development team.
  • Responsibilities include managing a wide range of support functions in a fast paced, growing environment.
  • The ideal candidate will be flexible, proactive, a critical thinker and resourceful with a high level of professionalism and confidentiality is crucial to this role.

Responsibilities (include but limited to):

  • Manage schedules and coordinate travel and logistics
  • Prepare materials and presentations for meetings and set up rooms as needed
  • Responsible for processing and completing expense reports
  • Answer and triage phone calls for intake team as needed, assist in managing email accounts
  • Provide general administrative support, including providing copies, maintaining files and updating shared files on the server
  • Assist HR and hiring manager in coordinating interviews and greeting candidates
  • Assist with planning department meetings and events including support for agendas and meeting minutes as necessary
  • Provide support preparing various corporate documents utilizing MS Word, PowerPoint and Excel
  • Manage multiple calendars within MS Outlook

Other duties as assigned

  • Compile reports
  • Manage Org charts
  • Assist in budget cycles
  • Assist with SharePoint

Requirements:

  • Bachelor's degree (or equivalent experience)
  • 5+ years' experience in an administrative role supporting an Executive Director or VP level and above, ideally with previous experience within a pharmaceutical or biotech environment
  • Experience working in a team environment with other administrative assistants
  • Exceptional attention-to-detail with the ability to meet aggressive deadlines
  • Skilled in organizing and prioritizing competing time demands
  • Excellent written and verbal communication skills with ability to effectively communicate and partner with all levels of the organization
  • Expertise working in MS Office (Word, Excel, PowerPoint) and managing multiple calendars within MS Outlook
  • Experience with Concur preferred
  • Ability to adapt in a constantly evolving environment
  • Self-motivated with a strong sense of ownership in areas of responsibility
  • Understanding of the importance of confidentiality and discretion
  • Ability for occasional travel between local sites in El Segundo and Santa Monica

Should you have any questions, feel free to call me on

or send an email on

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