Administrative Assistant

Alphatec Spine, Inc. Carlsbad , CA 92008

Posted 2 weeks ago

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Provide administrative support such as coordinating meetings, managing schedules, filing, and helping with additional projects such as event management

  • Manages the calendar of one or more executive and schedules appointments

  • Arranges domestic and international travel, hotel accommodations and transportation; prepares detailed itineraries and compiles travel related documents

  • Prepares, processes and tracks payment of expense reports

  • Verifies and codes invoices and forwards to appropriate executive for signature

  • Provides accurate record and file maintenance. Filing systems include hard copy, computer diskette and network systems. Ensures filings are in proper format and filed in a timely manner. Supplies information from files as requested

  • Coordinates the accumulation and compilation of materials for meetings and other purposes, including staff meetings, monthly management meetings, monthly management reports, etc. often combining department specific materials into a single operations document or power point presentation; ensures reports are received and turned in on time; may provide input into format and layout of graphic presentation of data; may create notebooks for all data presented.

  • Manage / support day to day issues, errands in support of the team as directed or encountered.

  • Assist in coordination of classroom-based, instructor-led learning programs (delivered by internal or external facilitators), including all logistics (materials, venue, food, supplies). Coordinate with facilitators of class size changes, as needed.

  • Coordinates scheduling of major cross-functional meetings internal and external meetings such as, sending invitations, arranging catering, reserving locations, compiling binders and/or other hand-outs, preparing agendas and confirming attendees.

  • Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS

The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • A minimum of three years of event management, project coordination, and/or budget/vendor management or related field

  • Proficiency in Microsoft Office: Outlook, Word, Excel and PowerPoint

  • Skilled in problem solving, prioritization, and dealing with ambiguity

  • Proven ability to prioritize own work effectively in a fast-paced, multi-faceted role

  • A self-starter, able to progress issues and work independently but also able to escalate and seek advice and guidance as required

  • Excellent interpersonal, communication and organizational skills

  • Maintains accuracy and attention to detail

  • Able to manage multiple priorities while meeting deadlines

  • Tech savvy is a major plus, should have basic knowledge of conference equipment and be able to work with onsite IT to resolve issues and schedule IT support for meetings

  • Calm composure with sense of humor

  • Highly confidential

  • Able to provide or suggest solutions to problems

MINIMUM EDUCATION and EXPERIENCE

  • Bachelor's degree required or 3-5 years' relevant experience, including experience supporting senior management
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Administrative Assistant

Alphatec Spine, Inc.