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Administrative Assistant
Ref No.: 18-16026
Location: San Juan Capistrano, California
Description/Comment:Executive Assistant Capabilities (Vice President Support, Level 32)

Job Summary
Performs executive level administrative duties for a Vice President (or equivalent) and a large staff. This is the most senior level assistant position.

1. Carries out recurring procedures independently without supervisor review or oversight
2. Screens calls, incoming correspondence and greets visitors
3. Personally responds to procedural requests
4. Independently reviews emails and correspondence to triage based on level of importance
5. Manages calendars
a. Schedules meetings
b. Alerts manager(s) of conflicts and proposes solutions
c. Prioritizes incoming meeting requests based on schedules and needs
d. Establishes appointment priorities and accepts and/or declines appointments based on availability and level of importance
6. Arranges meetings and conferences
a. Assembles meeting materials including agendas
b. Books meeting room
c. Arranges WebEx and conference call numbers
d. Ensures visitors are registered properly
e. Arranges guest wifi as needed
f. Orders refreshments as needed
g. Takes minutes and assigns action items as needed
7. Makes complex travel arrangements
a. International travel including Visa submissions
b. Monitors flights and makes changes as necessary
c. Books hotels, ground transportation
8. Processes and submits expenses in timely manner
9. Coordinates lab tours as needed
10. Maintains and updates distribution lists
11. Prepares reports to ensure managers are prepared for meetings
12. Composes correspondence for manager
13. Ensures requests for action are delegated as appropriate
14. Interprets and adapts guidelines, including unwritten policies
15. Uses greater judgement/initiative to determine the approach in non-routine situations
16. Maintains internal department reports and documents (PowerPoints, Excel documents, certifications, RFPs, pipelines, etc.)
17. Assists in preparation of PowerPoint presentations
18. Works with HRSC to schedule candidate interviews
19. Responsible for supplies, maintenance coordination, office files, etc.
20. Any special projects as needed