Grifols Shared Services North America, Inc Administrative Assistant III in Emeryville, California
Grifols is a global healthcare company whose mission is to improve the health and well being of people. Our three divisions –Bioscience, Diagnostic and Hospital–develop, produce and market our innovative products and services to medical professionals in more than 100 countries.
We are committed to fostering an environment that creates continuous learning opportunities and encourages professional development and growth. As a company devoted to improving the health and well-being of people, we are looking for talented professionals worldwide. Make a difference and join us in this challenging and rewarding enterprise.
The Administrative Assistant III will be responsible for supporting multiple Directors in their functional area. Under limited direction and own initiative, provides a variety of advanced secretarial and administration functions for the Directors.
Primary resonsibilities for role:
Schedule Meeting requests as assigned by Directors
Process and submit expense reports in a timely manner, manage corporate cards appropriately for all Directors
Make and schedule travel arrangements as needed
Establish E-Req/ PO’s, contracts as requested for vendors and consultants
Onboard full-time associates as requested by Directors
Order catering for meetings involving Directors unless otherwise specified/ exceptions
Monthly presentations for functional/global/senior leadership meetings – collect from managers, combine and make minor edits
Follow up on receipt of Monthly Reports by required due dates (and ensure they are uploaded on-to Sharepoint site if needed)
Follow up on due dates for any pre-reads and ensure they are uploaded onto Sharepoint
Order/maintain office supplies for Directors
Make folders, binders, etc. for Directors as needed
Communicate people changes (full-time, contractors, etc) to Dept Executive Assistant or Administrative Assistant IV to ensure email distribution list is accurate and up-to-date; collect new hire monthly org announcement
Act as point person/ collaboration with Facilities on associates’ work space allocation for members of their team. Submit space requests to Facility Planning.
Provide recruiting support, such as interview scheduling,
Provide support in the onboarding of new employees in their team
Provide support in the in the on-boarding process of consultants and temporary staff
Projects and/or other requests from Directors as needed
Active calendar management (accept and decline as appropriate)
Type up meeting action logs and distribute
Pay monthly credit and purchasing card bills
Knowledge, Skills, and Abilities:
Ability to type 65 words per minute. Advanced knowl-edge of personal computers and word-processing, spreadsheet and presentation software.
Ability to operate standard office equipment, such as copy machines, overhead projectors, fax machines, conferencing equipment, etc.
Excellent written and interpersonal communication skills
Must be able to work effectively, independently and accurately with minimal supervision
Must be able to work in a management teamwork envi-ronment with shifting timelines while possessing the ability to remain poised in a fast paced setting
Ability to interact with all levels of management, a wide range of stakeholders within and outside the depart-ment and company
Excellent organizational skills, ability to multitask. Pro-vide sound judgment in responding to requests and to identify and help resolve urgent matters
Must be able to follow established procedures and guidelines and abide with safety requirements
Absolute discretion when dealing with sensitive and confidential information
Proficient in computer applications such as Power-Point, Excel, Word
High school diploma, completion of a secretarial training program, or equivalent preferred. Two years of college preferred.
Minimum of six years experience of progressively ad-vanced administrative, secretarial, and general office experience.
Depending on the area of assignment, directly related experience or a combination of directly related education and experience and/or competencies may be considered in place of the stated requirements. Example: If a job level requires a Associate's degree plus 2 years of experience, an equivalency could include 4 years of experience or a Bachelor's degree.
Location: [[mfield6]] : [[cust_building]]
Learn more about Grifols at http://www.grifols.com/es/web/international/home