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Administrative Assistant

Pasadena, CA

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IMMEDIATE opening for a talented Administrative Assistant to provide a variety of administrative support services. The successful candidate will handle confidential information while providing routine and ad-hoc report generation, graphs, spreadsheets and presentation materials. Will ensure that support tasks and assignments are completed timely and efficiently. 

  • Help maintain and operate department databases and automated systems.
  • Contributes to and supports department projects.
  • Provides support and creation of presentations, such as posters, PowerPoints and graphics services, for the
  • department.
  • Prepare expenditure documents and Authorized Travel Requests based on material collected regarding travel. Assists with travel arrangements.
  • Process purchase orders and invoice requests; reconcile invoices and resolve discrepancies.
  • Assist in tracking department budget.
  • Order office supplies and arrange for equipment repair.
  • Organize and maintain confidential department files and records.
  • Take care of matters that do not require management's attention and that fall within department practices, protocols and established policy.
  • Maintain manager's calendar & serve as focal point for scheduling and coordinating manager's time.
  • Coordinate and organize project meetings, schedules and materials such as agendas, timelines, reports and presentations. Provides support to group meetings including maintaining minutes and conducting meeting follow-up.
  • Schedule meetings and make commitments of manager's time based on personal knowledge of manager's workload and current issues of importance.
  • May assist in department projects.

Job Requirements

  • Bachelor's Degree in business administration, economics, finance, accounting, operations, public health administration, computer science or other related field OR 4 years of experience in a directly related field
  • Min 2 years of related experience in administrative support in a large/complex organization environment
  • Excellent customer service, oral, written communication skills as well as exceptional organization skills
  • Proficiency in use of computer word processing, spreadsheet and database programs
  • Experience coordinating and providing support to medium or large complex projects
  • Accuracy, productivity, dependability and good attendance record
  • Must be resourceful and exercise good judgment in handling / releasing confidential/sensitive information
  • Preferred: experience in research environment
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