Executive Assistant

Job highlights
Identified by Google from the original job post
Qualifications
High School Diploma or GED
Minimum of 3 years of administrative experience or equivalent
Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
Strong organizational skills, attention 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
Responsibilities
Under general supervision, you will provide a wide range of clerical and administrative support to ensure efficient operation of the department
This role involves handling various tasks such as managing communications, scheduling, coordinating contracts, processing invoices, maintaining records, and more
You will apply existing work methods to known situations and will refer more complex problems to your supervisor or senior personnel
Administrative Support: Manage calendars, make travel arrangements, process expense reports, and handle invoice submissions
Provide administrative support for meeting planning, including townhalls and leadership team meetings
Document Preparation: Assemble and analyze information to prepare reports, agendas, correspondence, and memoranda, often converting rough drafts containing technical terminology into final form
Data Management: Organize, prepare, and distribute essential personnel action documents such as Personnel Action Forms (PAFs), timesheets, requisitions, and job descriptions
File Maintenance: Maintain department files, records, documentation, presentations, and other associated materials
Vendor Management: Organize and maintain copies of vendor contracts and ensure all documentation is up-to-date
Office Supplies: Manage the office supply inventory for the department and place orders as needed
Problem Resolution: Identify causes of problems to prevent recurrence and facilitate their resolution
Regulatory Compliance: Support all company initiatives related to Quality Management Systems (QMS), Environmental Management Systems (EMS), and comply with U.S. Food and Drug Administration (FDA) and other regulatory requirements
Other Duties: Perform additional related functions as assigned by management
Job description
We are looking for a dedicated and detail-oriented Administrative Assistant I to join our team in Sylmar, CA. Under general supervision, you will provide a wide range of clerical and administrative support to ensure efficient operation of the department. This role involves handling various tasks such as managing communications, scheduling, coordinating contracts, processing invoices, maintaining records, and more. You will apply existing work methods to known situations and will refer more complex problems to your supervisor or senior personnel.

What You’ll Work On:
• Administrative Support: Manage calendars, make travel arrangements, process expense reports, and handle invoice submissions. Provide administrative support for meeting planning, including townhalls and leadership team meetings.
• Document Preparation: Assemble and analyze information to prepare reports, agendas, correspondence, and memoranda, often converting rough drafts containing technical terminology into final form.
• Data Management: Organize, prepare, and distribute essential personnel action documents such as Personnel Action Forms (PAFs), timesheets, requisitions, and job descriptions.
• File Maintenance: Maintain department files, records, documentation, presentations, and other associated materials.
• Vendor Management: Organize and maintain copies of vendor contracts and ensure all documentation is up-to-date.
• Office Supplies: Manage the office supply inventory for the department and place orders as needed.
• Problem Resolution: Identify causes of problems to prevent recurrence and facilitate their resolution.
• Regulatory Compliance: Support all company initiatives related to Quality Management Systems (QMS), Environmental Management Systems (EMS), and comply with U.S. Food and Drug Administration (FDA) and other regulatory requirements.
• Other Duties: Perform additional related functions as assigned by management.

Education and Experience You’ll Bring:

Required:
• High School Diploma or GED.
• Minimum of 3 years of administrative experience or equivalent.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong organizational skills, attention 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.
• Experience with Workday and Concur.
• Strong verbal and written communication skills with the ability to communicate effectively at multiple levels within the organization.
• Demonstrated problem-solving skills and the ability to take initiative.
• Ability to anticipate challenges and opportunities proactively, work independently, and manage multiple assignments efficiently.
• Experience in the biotech, bio-instruments, or medical device industries.
• Familiarity with a broader enterprise or cross-division business unit model and the ability to work in a matrixed and geographically diverse environment.
• Understanding of FDA regulations, company operating procedures, and the ability to handle sensitive and confidential information.