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Administrative Assistant, Global Medical Affairs

Ascent South San Francisco Contractor
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Executive Assistant
South San Francisco, CA

Provides administrative support to various departments. Includes tasks such as scheduling meetings & meeting rooms, catering for meetings, managing contracting process, managing invoices coming into department and handling inventory needs for field teams. May take and deliver messages, provide information to callers, set up and maintain files, provide employees with office supplies, prepare and sort mail, perform word processing, spreadsheet and database assignments, proofread, and research and compile special reports as needed.

Responsibilities:
  • Manage electronic calendars, meeting schedules, travel arrangements and coordinate menu for lunch meetings.
  • Follow-up on a wide range of administrative services including group training, hiring, payments and refunds.
  • Coordinate travel, meeting and conference arrangements and ensure proper assembly and distribution of materials relating to meetings and conferences.
  • Coordinate interview panels for candidates including organizing schedules, coordinating with reception, ordering lunches and ensuring all interviewers can attend.
  • Partner with other administrative/ clerical support to optimize how teams function & interact.
  • Work independently on complex department assignments that require judgment and initiative in resolving problems and making recommendations.
  • Perform office support functions including: answering phones, scheduling appointments, setting-up meetings, opening mail, filing and retrieving records.
  • As needed, coordinate and procure office supplies and equipment including computers, printers, mobile phones and hand held computers.
  • Prepare, maintain, process and track budgets and expense reports, check requests, memberships, etc.
  • Participate in preparation for Regulatory Inspections.
  • Compile and prepare presentation materials including slides, graphs and other written materials provided by various sources.
  • Follow established safety and environmental guidelines and procedures for all work performed. Immediately reports safety and environmental incidents including injuries, illnesses, near misses, and safety suggestions. Fosters a positive safety culture in which no one gets hurt.
Requirements:
  • Bachelor's degree and 6 years administrative and clerical experience, or High School and 8+ years administrative and clerical experience.
  • Executive secretarial skills/background or equivalent.
  • Ability to prioritize and delegate tasks to maximize efficiency.
  • Ability to maintain confidentiality.
  • Ability to work independently and be self-motivated.
  • Advanced word-processing and computer skills, including speed and accuracy, on Microsoft Outlook, Word, PowerPoint, Excel, and Internet browsers.
  • Experience in creating and editing presentation, graphics, and spreadsheets.
  • Advanced writing skills that include composition, grammar, spelling proofreading, and formatting
  • Must be able to prioritize and meet project deadlines with no supervision.
  • Ability to maintain and analyze financial data such as budgets.
  • Outstanding organizational skills, including ability to manage several projects concurrently.
  • Good judgment and initiative in resolving problems and making recommendations.
  • Possess high degree of proficiency in standard business software applications including word processing, spreadsheets, Power Point and databases maintenance.
 

Recommended skills

Scheduling
Receptions
Word Processor
Filing
Grammars
Spreadsheets

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Administrative Assistant, Global Medical Affairs
Estimated Salary: $69K
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Job ID: 18-11538

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