Administrative Assistant II Job at Blue Star Partners LLC in Los Angeles

Job Title: Administrative Assistant II
Location: Sylmar, CA – 100% onsite – Local candidates only
Period: 6 month contract with strong potential for extension/hire
Hours/Week: 40 hours – Hours over 40 will be paid at Time and a Half
Rate: $25/hour
Contract Type: W-2 only

Scope of Services:

The Administrative Assistant II will provide high-level administrative support to the Divisional Vice President (DVP) of Global Data Science & Analytics and team members within the Medical Device Division. This role is essential for ensuring the smooth operation of daily activities, including managing calendars, scheduling meetings, handling travel arrangements, and supporting project management tasks. The ideal candidate should be eager to learn, grow, and effectively communicate within a dynamic environment.

Role, Responsibilities, & Deliverables:

• Communication: Deliver excellent written and verbal communication across all levels of the organization.
• Calendar Management: Manage the DVP's calendar, including scheduling and coordinating meetings, appointments, and events.
• Project Management: Compile and deliver various weekly and monthly reports, gathering information from portfolio leaders and providing timely updates to the DVP.
• Support for Contracting and Procurement: Work closely with Company’s contracting team to follow up with the Procurement and Finance organizations, ensuring that processes move forward efficiently through SAP Ariba.
• Document Tracking: Proficiently use Excel, SharePoint, and MS Teams to track documents, organize data, and maintain project timelines.
• Meeting Coordination: Handle all aspects of meeting logistics, including room reservations, resource preparation, and document distribution.
• Travel Arrangements: Coordinate domestic and international travel arrangements, including booking flights, accommodations, and transportation.
• Invoicing Support: Assist with processing invoices and managing expense reports through SAP Concur or similar systems.

Education & Experience:

• Minimum of an Associate’s degree in any discipline.
• Previous experience supporting senior executives is preferred, with strong organizational skills and the ability to handle multiple tasks simultaneously. Familiarity with Ariba and Concur is a plus.

Skills:

• High proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and Microsoft Teams.
• Strong attention to detail with the ability to manage complex schedules and handle sensitive information confidentially.
• Ability to work independently in a fast-paced environment, showing initiative and problem-solving capabilities.