Executive Administrative Assistant

Location: 6001 Oak Canyon STE 100 Irvine CA

Summary:

The Executive Assistant will provide support to the President of the Peripheral Vascular division in all aspects of supporting executive functions in a global organization. The responsibilities require independent judgment initiative and executive intuition in supporting the needs of an executive in their team while demonstrating adaptability and problem-solving as part of office management.

What You Will do:

• Provide comprehensive administrative support to the President including managing travel arrangements (air hotel transportation) visa processing and IT support for key meetings.
• Coordinate and reconcile expense reports maintain the Presidents calendar and assist with preparation of materials for speaking engagements including PowerPoint presentations and event briefs.
• Execute procurement and purchase orders including food and beverage orders recognition gifts and leveraging discounts for professional services.
• Support strategy team operations by managing meeting agendas liaising with presenters and organizing materials for executive meetings ensuring all materials are updated and prepared for distribution.
• Manage logistics for various strategy-related meetings including contracts with BCD Travel hotel bookings transportation and event coordination.
• Plan and support strategic planning meetings including online and in-person sessions ensuring all materials are organized and assisting with presentations for executive meetings.
• Build relationships with key stakeholders liaise with executive assistants and provide ad-hoc support to team members as needed including handling contract issues and payment concerns for hotel services.

What you need:

Required:

• High School Diploma or equivalent
• 5 years experience providing high-level administrative support including calendar expense travel and meeting/event planning
• Experience proofreading editing and/or preparing executive-level documents
• Experience with Microsoft Office Suite technology including complex document creation spreadsheet creation and presentation creation
• Ability to work outside normal business hours

Preferred:

• Associate or bachelors degree
• Familiarity with SAPConcur and/or BCD Travel

$36.71 - $51.62 USD Hourly