Administrative Assistant
5541 Fermi Ct. Carlsbad, CA 92008 US
Job Description
The Administrative Assistant will be responsible for providing administrative support to the organization, including the Consumer Leadership Team. The ideal candidate will be the first point of contact for visitors and clients, ensuring a positive impression and smooth office operations. A portion of this role will include organizing and executing small to mid-scale corporate events. This is a highly visible role, requiring collaboration with various levels of leadership, maintaining high levels of professionalism and confidentiality, unmatched organizational skills and an ability to succeed in a fast-paced workplace. This role will establish working relationships with high-level executives and contribute to the overall efficiency of the organization.
Essential Responsibilities:
- Handle day-to-day scheduling, calendars, communications, events, and itineraries to ensure our Executive staff can complete their obligations in an organized and efficient way
- Ensure leaders are well-informed of priorities, timelines, and challenges in a timely manner.
- Responsible for managing the front desk/receptionist area including but not limited to: greeting and guiding visitors through the Envoy check-in process and distributing incoming mail, receiving packages and deliveries
- Organize meetings and events, including scheduling, reminders, creating agendas and meeting materials, taking meeting minutes and organizing in-office requirements (catering, conference rooms, etc)
- Develop and manage event plans, including timelines, budget review, site preparation, transportation arrangements and other logistics.
- Assist Executive(s) with timely completion of expense reports via Concur.
- Coordinate with other Admins regarding activities and request for Executives
- Provide additional administrative support including but not limited to: domestic and international travel management as well as expense management and event registrations.
- Collaborate with Facilities Managers to align with the smooth functioning of the office space and build a welcoming environment for visitors.
Required Qualifications:
- 5+ years of experience in an administrative, executive assistant or other customer service/support role
- Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook)
- Strong verbal and written communication skills.
- Strong organizational skills: able to effectively prioritize assignments and competing deadlines in a fast-paced environment.
- Strong attention to detail, commitment to producing accurate work in a timely manner.
- Ability to handle sensitive situations and confidential information with discretion.
- Experience in organizing and managing meetings, conferences, and events can be beneficial.
- May require occasional overtime.
About Us
Newly formed division within a Global Medical Device company, the most innovative remote patient monitoring company in the world. This division oversees the consumer audio business expansion into consumer health. Striving to improve lives through consumer centric innovations.
Great time to join. We are proud to provide premium audio/video experiences to both commercial and consumer markets and, we're experiencing healthy growth. When you've proved yourself a star and are ready for the next career step, the opportunities will be there.
Cultural experience. You will have regular exposure to many cultures. We're in over 130 countries, so you're not just focused on one culture, but will enjoy working with many.
Meet Your Recruiter
Nina McCann
On-Site Manager
A native to Orange County, Nina’s staffing career began in 2006 placing quality engineering candidates with distinguished companies as a successful recruiter and client manager. Nina specializes in recruiting for mechanical and electrical engineers in all industries from aerospace, medical device and manufacturing. She understands the engineering programs and importance of matching specific technical skills for position success. Her strong connections within the industry have been vital in her success. Nina’s excitement in placing engineers is due to the direct impact the products have on people’s lives: Everything we touch has been engineered in one form or another. She currently works as an on-site manager at a prominent medical device company.
Outside of work, Nina has been a dedicated volunteer to local nonprofit organizations for the past 15 years. She also enjoys being outdoors, hiking and spending time with her three children.