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Administrative Assistant III
5555 Valley Blvd , Bldg. R-431 Los Angeles, CA 90032 US
Job Description
POSITION SUMMARY:
The Administrative Assistant 3 provides general administration, organizational support and customer service to the department, managers of the department, and/or the director.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Provides administrative and clerical support to relieve department manager or staff of administrative details.
- Responsible for general organization of the department, including setting up and maintaining files, handling of mail, and distribution of information.
- Process a considerable amount of confidential and sensitive information in support of administrative activities.
- Compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data.
- Type letters, reports and records ensuring grammatical accuracy, conformance with established procedures and factual correctness.
- Maintain department and/or management’s calendars.
- Schedule meetings as requested, setup and reserve conference room as necessary.
- Prepare necessary documents for use in meetings; may attend meetings to take minutes or provide information as requested.
- Prepare materials and make arrangements for conferences and travel.
- Provide assistance with department phone and take messages as needed.
- Maintain inventory of office supplies.
- Coordinate the on-boarding process for new employees in the department.
- Prepare expense reports.
- Strict adherence to procedures and practices according to FDA regulations.
- Strong emphasis on documentation according to FDA regulations.
- Adhere to departmental corporate safety policies.
- Trains entry level personnel.
- Performs more complex and advanced job tasks.
- Support and comply to the requirements of ISO 14001 Environmental Management System.
REQUIRED EXPERIENCE/SKILLS & EDUCATIONAL QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
1. Associate’s degree required. Bachelor's degree is preferred. Emphasis in Business Administration, Communications or closely related discipline is preferred.
2. Minimum of 4 years of related administrative experience is required.
3. Equivalency: In lieu of an Associate's degree, candidate must have a High school diploma or GED, and a minimum of 6 years of related administrative experience.
4. Requires an in depth understanding of office management and administrative support.
5. Must have excellent customer service skills.
6. Ability to work independently with minimum supervision.
7. Strong organizational, analytical, and problem-solving skills with the ability to make structured decisions on a routine basis.
8. Must be proactive, results oriented, and have strong attention to detail.
9. Self-starter with strong work ethic and the ability to exercise good judgment.
10. Ability to effectively prioritize and manage multiple tasks to meet targeted deadlines.
11. Strong interpersonal skills with the ability to interact with personnel at all levels in a team environment.
12. Excellent verbal and written communication skills in the English language.
13. Computer literacy with proficiency in MS Office (Outlook, Word, Excel, PowerPoint).
PHYSICAL REQUIREMENTS
1. Ability to lift /move up to 25 pounds.
2. Ability to stand for extended periods - up to four (4) hours at a time.
3. Manual dexterity to perform all job functions.
Pay Rate Range: $30-42/hr depending on experience
Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements.
Fraud Alert: Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.
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