Job Description

Global Medical Device company located in Orange County is looking to identify and hire a part-time Administrative Assistant for a 2-month contract assignment. This new position is responsible to provide the administrative support to employees and to independently lead the administrative function of the office located in Irvine CA. This position collaborates with the team to achieve quarterly, mid-term and annual management objectives.

The Administrative Assistant will be responsible for, but not limited to:

• Independently taking charge of managing office operations.
• Independently organizing meetings as needed with internal and external stakeholders for the management staff based. Meetings may have additional requirements for video teleconferencing and/or internet-based meetings. Be aware of and work with international time zones covering the US, EU and Far East Asia.
• Preparing and/or revising presentations, reports, meeting materials, meeting minutes, and correspondences as needed, and maintaining presentations as well as action item log as assigned.
• Leading Irvine CA office facilities management including order of supplies and services, office equipment for business use and for common break areas. Office site management includes ensuring maintenance of office is upheld in a timely manner and ensuring a high-quality standard for the site.
• Ensuring timely travel and accommodation arrangements within allocated budget. Arrangements may be needed for internal and external visitors including Key Opinion Leaders (KOLs).
• Assisting leadership with Irvine office budget preparation and monitoring. Preparing and maintaining business expense reports as assigned.
• Submitting internal POs/RINGIs (an approval system within HOYA) as per internal procedures and as assigned.
• Supporting ongoing business needs including copying, faxing, mailing, and filing.
• Adhering to all company rules and requirements (e.g., protocols, Environmental Health & Safety rules).
• Participating in key initiatives or projects as assigned.
• Other activities requested by US colleagues.

Requirements:

• Minimum Associate’s degree or equivalent work experience. Bachelor’s degree preferred.
• 3-5 years of experience working in an office environment.
• Demonstrated experience supporting work groups and teams (i.e., relationships with other departments, understanding of cross-functional priorities).
• Strong administrative and organization skills.
• Strong interpersonal, communication skills, and problem-solving skills.
• Has a proven drive for results, is highly tenacious and persistent in the face of obstacles to ensure strategies are implemented over the long term effectively.
• Strong written, verbal and presentation skills.
• Strong intercultural experience.
• Ability to manage multiple high priority tasks.
• Ability to work independently.
• Ability to work collaboratively with employees at all levels as well as external parties.
• Demonstrated proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel, Teams).
• Excellent self-leadership skills & role model of company values (i.e. Excellence, Passion, Innovative, Collaborative, Accountability).

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