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Executive Assistant MUST HAVE Pharmaceutical industry exp
Ref No.: 18-00451
Location: Irvine, California
Position Type:Contract
Start Date / End Date: 04/23/2018 to 04/30/2019

Project Description:
The Executive Assistant will provide administrative support to the medical education and portfolio programs department within the Client's Medical Aesthetics division. They will act independently to resolve administrative team issues and be proactive in offering solutions. The Executive Assistant to the department will complete tasks quickly and efficiently while maintaining a high level of accuracy, maintain a broad knowledge of the changing corporate environment, and exercise knowledge in interfacing with key corporate and business unit personnel. Additionally, the Executive Assistant will assist with budget reports, travel, maintain updated organizational charts, update division events calendar and contact list, assist in sponsorship paperwork submission, manage medical supply inventory and general administration duties.
  • Provides direct administrative assistance to Executive Director. Medical Education and Portfolio Programs as well as direct reports.
  • Maintain complex appointment calendars, schedule and organize meetings, reserve meeting space, publish agendas, organize vendor or customer visits and department activities.
  • Prepare reports and presentations, either independently or from written/verbal instructions.
  • Maintain department files, medical supplies and tradeshow product displays in an organized fashion.
  • Order/maintain supplies and arrange for equipment maintenance.
  • Travel Assistance: Manage travel arrangements. Coordinate schedules, travel & lodging, seminar registrations, and ground transportation. May assist other team members in coordinating travel as needed.
  • Manage all aspects of expense reporting: prepare expense reports, expedite and track processing of all expense reports, and/or check requests. Ensure reconciliation of reimbursement with expense reports and maintain copies of expense reports and receipts.
  • Keeps Executive Director on track and on time for daily meetings.
  • Regularly checks-in with each department member for projects/tasks they may need help on.
  • Assists department with questions on company processes and procedures. Seeks out answers and provides resolution.
  • Monitor and provides SAP reports on all budgets and assist in reconciling spend vs. forecast each quarter or when needed. Reconcile invoices with approved budget. Assist in Budget template creation.
  • Assist with all new hire forms and setup as well as departure forms/process.
  • Manage the department's computer equipment, share drive and Box access/Manage Box Folders for department.
  • Manages department credit card statement and reconciles each charge and maintains receipts.
  • PO creation and tracking.
  • Able to communicate with executives and C-Suite level executives in a professional manner.
  • Acts as the departments Center of Excellence point person on any new company deployed systems or SOPs.
  • Assists the department on special projects when needed.

Required Skills:
  • At minimum 3 years of applied professional administrative assistant experience required.
  • Demonstrated excellent computer skills with special emphasis on calendaring, presentation, and spreadsheet capabilities (Microsoft Excel, Power Point, Outlook).
  • Familiarity with SAP a plus.
  • Excellent composition, grammar, and business language skills required.
  • Excellent judgment in handling confidential, legal, or sensitive information.
  • Ability to work independently, set priorities and handle multiple tasks with a high level of efficiency and little or no supervision.
  • Excellent communication and interpersonal skills with the ability to effectively communicate with all levels of management and both internal and external stakeholders.
  • Creative, flexible, well organized, resourceful and detail oriented.
  • Advanced knowledge of word, excel. PowerPoint and Outlook.
  • High School diploma or equivalent required. Bachelor's Degree desirable.

This 12+ month position starts ASAP.

Please E-MAIL your resume (attachment to email) with rate and availability to Anita: