Administrative Assistant

5 days ago

Los Angeles, United States Indegene Full time

We are a technology-led healthcare solutions provider. We are driven by our purpose to enable healthcare organizations be future ready. We offer accelerated, global growth opportunities for talent that’s bold, industrious and nimble. With Indegene, you gain a unique career experience that celebrates entrepreneurship, and is guided by passion, innovation, collaboration and empathy. To explore exciting opportunities at the convergence of healthcare and technology, check out www.careers.indegene.com

Looking to jump-start your career?


We understand how important the first few years of your career are, which create the foundation of your entire professional journey. At Indegene, we promise you a differentiated career experience. You will not only work at the exciting intersection of healthcare and technology but also will be mentored by some of the most brilliant minds in the industry. We are offering a global fast track career where you can grow along with Indegene’s high-speed growth.


We are purpose-driven. We enable healthcare organizations be future ready and our customer obsession is our driving force. We ensure that our customers achieve what they truly want. We are bold in our actions, nimble in our decision-making, and industrious in the way we work.


If this excites you, then apply below.


Admin Assistant- Onsite (5 days a week)

Location: Sylmar, Los Angeles


You will be responsible for:


Working under general supervision, organizes, plans and performs a variety of secretarial, clerical, and administrative support duties, such as (but not limited to): receiving/screening/directing phone calls/faxes/e-mails; making travel arrangements; scheduling appointments; arranging meetings; preparing correspondence/reports/documents/presentations; coordinating execution of contracts; submitting invoices to finance; coordinating publication clearance, submission and review; collecting/distributing data; and maintaining paper/electronic filing systems. Takes initiative to ensure work is done accurately and completely. Applies existing work methods to different known situations. Problems involve recurring, routine situations; usually refers more complex problems to supervisor or more senior level personnel.




  • Organizes, plans, assembles and analyzes information; prepares reports, manuals, agendas, correspondence and memoranda as guided by general, 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 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
  • Sends, answers, screens, and refers/forwards telephone/fax/e-mail messages efficiently as well as tactfully to exchange administrative information within/outside the assigned department. Follows up with other departments to ensure that requests are carried out and information is acted upon.
  • Based on requests from department staff, prepares correspondence and other documents.
  • Based on requests from staff, prepares data records and analyses required to operate the department. Plans layouts of reports, statistical tables, and spreadsheets.
  • As directed, utilizes slide preparation software to prepare presentation documents and organization charts.
  • Arranges and makes notifications of appointments and travel reservations. May check and process expense reports.
  • 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 as 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, other regulatory requirements,
  • Company policies, operating procedures, processes, and task assignments. Maintains positive and cooperative communications and collaboration with all levels of employees, customers, contractors, and vendors.


Your impact:

About you:


  • Progressively more responsible office clerical experience.
  • Incumbents are required to work cooperatively and productively with others.
  • Organizational skills, attentiveness to detail and the ability to work under general supervision is required.
  • Must be adept at handling multiple assignments in a timely manner while meeting assigned deadlines.
  • Must also have strong verbal and written communication, interpersonal, organizational and basic math skills.
  • The ability to read, write, and communicate effectively in English is also required
  • The ability to understand and comply with applicable Food & Drug Administration (FDA) regulations and Company operating procedures, processes, policies and rules is essential.
  • Must be able to use discretion and handle sensitive/confidential information.
  • Must be proficient in using various PC-based software packages including Microsoft Word, Excel, PowerPoint or similar word processing/spreadsheet/presentation software.
  • Previous secretarial experience to department management is desired.
  • Experience in the biotech, bio-instruments, or medical devices industries is also preferred.
  • Experience working in a broader enterprise/cross-division business unit model preferred.
  • Ability to work in a highly matrixed and geographically diverse business environment.
  • Ability to work within a team and as an individual contributor in a fast-paced, changing environment.
  • Ability to leverage and/or engage others to accomplish projects.
  • Multitasks, prioritizes and meets deadlines in timely manner.
  • Strong organizational and follow-up skills, as well as attention to detail.
  • Ability to maintain regular and predictable attendance.
  • Occasional scheduled overtime is a requirement of this position.
  • Knowledge of Laboratories Standard Operating Procedures (SOPs) is preferred




EQUAL OPPORTUNITY

Indegene is proud to be an Equal Employment Employer and is committed to the culture of Inclusion and Diversity. We do not discriminate on the basis of race, religion, sex, colour, age, national origin, pregnancy, sexual orientation, physical ability, or any other characteristics. All employment decisions, from hiring to separation, will be based on business requirements, candidate’s merit and qualification.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristics.

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