Career Number: Sep19_BS1

Career Title: Operations Administrative Assistant

Location: Cupertino, CA

MAIN PURPOSE OF POSITION:

Provide operational support to multiple functional departments; Facility, Finance, IT, QA, BD, PSRD, and Legal to contribute to the development and implementation of organization goals.

MAIN DUTIES AND RESPONSIBILITIES: 

  • Coordinate department, project ,and, business development client meetings and webinars, related luncheons, prepare and distribute meeting documentation
  • Schedule and coordinate with external vendors, i.e. Facilities and Manufacturing, for service requests
  • Process invoices for submission to finance, ensuring expenses are within budgeted purchase orders
  • Assist with travel arrangements for employees, consultants and business contacts
  • Assist with QA document control duties such as archival and retrieval of records, issuing biennial SOP review forms, maintaining controlled form drawers and binders , and other duties as needed
  • Assist with Legal filing records
  • General administrative and office support including ordering of office supplies, and distribution of mail
  • Provide customer service telephone coverage for Alzet and Lactel as needed, and filing for department.

JOB SPECIFICATIONS:

Knowledge/Education

  • High school diploma or equivalent required.  College degree highly desirable.

Job Experience

  • 0-1 years of administrative experience
  • Experience in corporate environment highly desired

Skills/Competencies

  • Ability to use independent judgment in ensuring smooth operations of organization
  • Multi-tasking skills critical
  • Proficient MS Office skills required
  • Attention to detail and ability to maintain and organize filing systems
  • Must be flexible, team oriented, self-starter, and able to work independently
  • Must be well organized, and possess good customer service skills
  • Able to perform new tasks without detailed guidance
  • Ability to use of both hands for extended periods of time while performing regular tasks
  • Ability to visually read and type
  • Ability to lift, move and handle materials weighing up to 25 lbs unassisted.

Essential Functions:

  • Ability to walk, climb, stand, bend (neck and/or waist), kneel, reach, stoop, squat, twist (neck and/or waist), push, pull, and use of both hands and fingers for extended periods of time while performing tasks.

Working Conditions:

  • Majority of work is performed in a typical office work environment and some work in warehouse environment
  • May work with hazardous chemicals
  • Position requires extensive computer and face-to-face communications.