Administrative Assistant

Full-time • Aliso Viejo, California, United States • $46k - $65k / year • 2w ago

Compensation: $46,000 - $64,500 per year. You are eligible for a Short-Term Incentive Plan with the target at 3% of your annual earnings; terms and conditions apply.

Administrative Assistant - Hybrid in Aliso Viejo, CA (at least 2-3 days per week on-site)

We are seeking a dynamic Administrative Assistant to support one of our C-level executives in a hands-on role. The ideal candidate will have a strong administrative background, the ability to coordinate multiple competing priorities, and a polished, professional and positive attitude. The role supports delivery on project initiatives, driving department functional excellence, focusing on continuous process improvement as well as serving a critical function in meeting the needs of the operations department. By handling a variety of tasks to ensure that all interactions between the organization and others is smooth and productive, this role will provide support in general office tasks, scheduling, meeting organization, travel arrangements and ad-hoc project management. This role will also work in coordination of related projects with our other Assistants across the business.

Essential Functions

With a primary responsibility of supporting the C-Level, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently
Plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
Partner with Communication teams to support company messaging while liaising with internal and external executives on various projects and tasks creating ad-hoc reports and presentations on an as-needed basis
For Executive-led, staff & board meetings - Prepare and distribute agenda in advance, arrange facilities, connection tools, and action minutes
Organize and coordinate events (virtual and/or in-person) and special projects in conjunction with other departments
Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy
Act as a liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies when necessary
Work independently and within a team on special nonrecurring and ongoing projects. Upon request acts as project manager for special projects
Support in logistical planning, setup, and execution for employee events
Manage professional and personal scheduling for the C-Level, including agendas, mail, email, calls, travel arrangements, customer management, and other company logistics
Supervise the maintenance and alteration of office areas and equipment as well as layout, arrangement and housekeeping of office facilities
Participate as needed in special department projects
Lead and communicate status of key projects to C-Suite
Identify opportunities to enhance or streamline administrative processes and lead efforts to optimize
Work closely with various stakeholders at all levels of the organization and across cross-functional teams, clearly and effectively communicate insights, recommendations and status of projects
Work close with other C-Suite Executive Assistants and Staff
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
Other duties as assigned

Qualifications

5+ years of executive level administrative support experience, C-level preferred
A bachelor's degree from an accredited university/college or equivalent work experience
Strong time-management skills and the ability to organize and coordinate multiple projects at once
Ability to be creative, flexible, and think ''outside the box''
Must be able to take initiative on projects and work independently
Experience overseeing budgets and expenses
Experience developing internal processes and organizational systems
Represent Ambry Genetics positively, courteously and professionally to all internal and external customers and vendors with whom we have contact
Maintain a calm and polite demeanor at all times, and exercise discretion with sensitive information as needed
Experience overseeing budgets and expenses
Experience developing internal processes and organizational systems
Strong time-management skills and the ability to organize and coordinate multiple projects at once
Excellent communications and influencing skills - able to manage up or down in the organization
Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
Positive and solution-oriented attitude with problem solving skills and a ‘can do’ approach
Attention to detail and high level of accuracy
Ability to act with integrity to uphold high standards with regards to data and personnel matters
Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems

Preferred

Experience supporting C-level
Strong Project Management skills
Worked in a fast paced matrixed organization

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About Us:

Ambry Genetics Corporation is a CAP-accredited and CLIA-licensed molecular genetics laboratory based in Aliso Viejo, California. We are a genetics-based healthcare company that is dedicated to open scientific exchange so we can work together to understand and treat all human disease faster.

At Ambry, everyone is welcome. A career at Ambry Genetics is a chance to be part of a dynamic company that aims to improve health by understanding the relationships between genetics and human disease. We earned our reputation as industry leaders by responsibly introducing cutting-edge genetic testing solutions and continually sharing what we learn with the global scientific community.

At Ambry you will be learning, challenging yourself, and having fun while collaborating with teammates through the open exchange of ideas. Our outstanding benefits program includes 401k, medical, dental, vision, FSA, paid sick leave and generous paid time off (PTO) program. Ambry Genetics is an Equal Opportunity Employer (EOE) and we maintain a drug-free work environment.

The Company believes in second chance employment. Qualified applicants with arrest or conviction history will be considered regardless of their arrest or conviction history, consistent with local laws such as Los Angeles County Fair Chance Ordinance and the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the Company is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. For the purpose of the above job description, “Essential Functions” are “Material Job Duties”.

Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

All qualified applicants will receive consideration for employment without regard to race (and traits historically associated with race, including, but not limited to hair texture and protective hairstyles such as braids, locks, and twists), color, creed, religion, sex, sexual orientation, gender identity, gender expression (including transgender status), national origin, ancestry, age, marital status or protected veteran status and will not be discriminated against on the basis of disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. If you have a disability or special need that requires accommodation, please contact us at careers@ambrygen.com

Ambry does not accept unsolicited resumes from individual recruiters, third party recruiting agencies, outside recruiters or firms without an executed contract in place. We are not responsible for any fees related to resumes that are unsolicited or are received by Ambry. Such resumes will be deemed the sole property of Ambry and will be processed accordingly.

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