Administrative Assistant II Job at Gateway Recruiting, INC. in Santa Clara

The Opportunity:

This role will provide primary administrative and overall support and coordination for the Divisional Vice President, Medical Affairs and CMO. In addition, the Administrative Assistant will be responsible for completing special assignments and projects as required to enable efficient departmental operations and interacting with key internal and external stakeholders.

Responsibilities:

• Assist the Divisional Vice President with meeting arrangements, calendar management, travel arrangements, expense reimbursement, invoice processing, updating team on compliance deliverables and other administrative tasks
• Leads, organizes, and manages all details related to event planning for corporate onsite and offsite meetings
• Creates, edits and reviews, proofreads and manages complex documents, spreadsheets and presentations requiring aggregation of materials, input and comments from multiple stakeholders.
• Demonstrated proficiency with MS Excel and PowerPoint is especially critical to success in this role
• Submits invoices for payment processing in a timely manner
• Creates polished executive presentations and develops and edits departmental communications such as organizational announcements.
• Maintains and updates org charts on a monthly basis
• Provides general office support which may include, but is not limited to: mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Support new hire onboarding for employees and serve as a team member of various employee engagement projects
• Prepares and updates reports, memoranda, and correspondence as required
• Applies a high attention to detail and creates a high degree of organization to ensure quality work products and adherence to deadlines.
• Must be very detail-oriented, organized and self-motivated to follow through on requests (without requiring follow-up) and perform professionally under pressure and with limited direction
• Leads special projects as assigned
• Performs other related duties and responsibilities, on occasion, as assigned  

Qualifications:

• High School or GED diploma
• 3+ years of senior-level administrative experience, including providing administrative support and project coordination on behalf of leaders at the top level of an organization
• Proficiency with M/S Office Suite (Excel, Word, PowerPoint, Outlook)
• Strong verbal and written communications with ability to effectively communicate at multiple levels in the organization  
• Bachelor’s degree is preferred.

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