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Executive Administrative Assistant

Company: Elixir Medical Corporation
Location: Milpitas
Posted on: January 15, 2022

Job Description:

Administrative support function for management, human resources, legal and the needs of the organization, Including assignments that may be highly confidential, necessitating exposure to sensitive information and requiring considerable discretion, as well as practical knowledge of the practices and procedures of the company. A successful candidate will possess strong project management and problem solving skills, excellent organization and multitasking abilities with great attention to detail, solid spelling and grammar skills, and strong follow-through to meet deadlines and complete projects.

MAJOR DUTIES AND RESPONSIBILITIES
Responsibilities will include, but not be limited to:
Support Management Team, Human Resources and Legal primarily with all administrative needs and coordination of daily operational affairs in order to support the ongoing needs and timely work of the company
Coordinate the logistical aspects of monthly meetings, board of director meetings, events and special projects as requested
Utilizing approved templates, prepare, update, and review Company agreements including but not limited to Consulting, Supplier, Advisor, License, Service, Non-Disclosure and periodic amendments to these agreements
Maintain and organize Human Resources and Legal databases, files and documents
Prepare, proofread, consolidate, format and edit company memos, PowerPoint presentations, and spreadsheets
Outlook calendar scheduling, including meetings, interviews, and conference/Zoom calls with accuracy
Coordinate travel arrangements for domestic and international travel including flight, hotels, transfers, visas, and meetings with attention to detail
Exercise good judgment and effectively manage/coordinate simultaneous projects
Handle sensitive and/or confidential material strictly in accordance with corporate policy and written instructions
Completes deliverables by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving and making adjustments to plans
Establish, implement, and maintain procedures and systems for processing work, cyclical tasks and projects, communicating schedules, keeping records, board meetings, etc.
Identify and help manage process improvements that increase efficiency, improve quality results and enhance the work environment
Promote an effective, proactive working relationship with all levels of management and employees throughout the company
Maintain up-to-date contact database of company vendors and contacts
Perform additional duties as assigned

QUALIFICATIONS
Experience
Bachelor degree or equivalent relevant experience
Minimum 7 years of recent executive administrative assistant experience in a corporate setting, preferably Life Science with some human resources experience
Heavy writing and editing of company documents, preferably company agreements
Able to handle highly sensitive and confidential information and/or material as this position will involve work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy
Proactive thinker, showing initiative, with exceptional attention to detail and ability to flawlessly execute administrative activities
Strong Outlook calendar scheduling skills with accuracy
Extensive experience with arranging complex domestic and international travel
Proven ability to work independently and make educated decisions and execute
Flexible in response to changing priorities and needs
Customer service oriented with the ability to deal effectively and professionally with employees, vendors and clients at all levels
Professional, resourceful, and positive work attitude with a passion to learn and contribute
Advanced PC skills with MS Office Suite including Excel, Word, PowerPoint, Outlook, and various Web browsers
Excellent written and spoken communication skills
Highly professional, confidential approach
Ability to lift, move and carry up to 15 lbs.
Valid US driver license

Keywords: Elixir Medical Corporation, Milpitas , Executive Administrative Assistant, Administration, Clerical , Milpitas, California

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