Job Details

  • Title: Administrative Assistant
  • Code: RCI-08727
  • Location: Foster City California (CA) 94404
  • Posted Date: 08/10/2020
  • Duration: 7 Months
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  Job Description

We are seeking an experienced, highly organized, and proactive senior administrative professional to provide administrative support to the Ops/Systems within Global Patient Safety.

  • Interface cross-functionally within the department and external parties to provide information and answer queries
  • Interface with a broad range of internal management and staff in the course of meeting a wide range of administrative needs
  • Attend meetings and accurately take minutes, capturing the essence of the discussion and note action items for follow-up
  • Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition
  • Anticipate and successfully arrange for needed resources in order to meet timelines
  • Under manager’s direction, create draft reports, documents, presentations and templates using raw data
  • Coordinate large events which includes the planning, organizing and implementation of a number of event activities
  • Liaise with guests and speakers to assess needs and coordinate, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations
  • Assist with facilities space planning or office set-up
  • Assist in the orientation and onboarding of new staff
  • Act as a resource to other administrative assistants and cover if he/she is out of the office
  • Maintain manager’s calendar to schedule meetings; proactively reconcile scheduling conflicts; coordinate materials, equipment, and catering for conference room meetings; and distribute materials and welcome/escort guests
  • Coordinate travel arrangements for manager and other team members as necessary and prepare Concur travel and expense reports as needed
  • Manage contracts processing, including facilitating vendor contracts and forms, purchase orders and invoices
  • Assist with facilitation of the procurement of supplies for the department
Minimum Qualifications:
  • Demonstrate effective verbal, written, and interpersonal skills
  • Strong attention to detail and highly organized
  • High level of integrity and confidentiality with sensitive information
  • Proven knowledge and understanding of administrative and office policies and procedures
  • Must possess good proofreading and editing skills of technical documents
  • Demonstrate high level of proficiency with MS Office Suite, Outlook, Word, PowerPoint and Excel
  • Work under minimal supervision; proactive and anticipate future department needs and prepare accordingly
  • Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s)
  • Associates Degree or higher preferred