Administrative Assistant 3

Grifols•Los Angeles, CA

6h•Onsite

About The Position

The Administrative Assistant 3 provides general administrative, organizational, and customer-service support to a department, its managers, and/or its director. The role provides clerical support, organizes departmental records and information, handles confidential material, prepares reports and correspondence, manages calendars and meetings, coordinates travel and conferences, and assists with onboarding and expense reports. It also trains entry-level personnel and performs more complex administrative tasks. The position requires strict adherence to FDA-related procedures and documentation practices, departmental safety policies, and the requirements of the ISO 14001 Environmental Management System. The work is performed in an office environment and includes frequent driving to site locations and occasional travel within the United States. The role is based at the Valley Boulevard Manufacturing Plant in Los Angeles, California. The estimated pay scale is $28.78–$35.00, with eligibility to participate in up to 5% of the company bonus pool. Grifols offers benefits including medical, dental, vision, and life insurance, PTO, paid holidays, a 401(k) match of up to 5%, and tuition reimbursement.

Requirements

Associate’s degree required. In lieu of an Associate’s degree, a high school diploma or GED and at least 6 years of related administrative experience are required.
At least 4 years of related administrative experience required.
At least 3–5 years of administrative experience supporting senior leadership; pharmaceutical or bioscience experience is preferred.
Strong knowledge of the specific department being supported.
In-depth understanding of office management and administrative support.
Excellent customer-service skills.
Ability to work independently with minimal supervision.
Strong organizational, analytical, and problem-solving skills, including the ability to make structured routine decisions.
Proactive, results-oriented approach and strong attention to detail.
Strong work ethic, self-starter attitude, and good judgment.
Ability to prioritize and manage multiple tasks to meet deadlines.
Strong interpersonal skills and ability to interact with personnel at all levels in a team environment.
Excellent spoken and written English communication skills.
Computer literacy and proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
Ability to communicate and understand information presented verbally and in writing, interact with others, relay sensitive information to diverse groups, and work with diverse groups to reach consensus.
Ability to meet the described physical demands, including frequent sitting, hand movements, occasional walking and standing, occasional neck bending and twisting, and lifting or carrying up to 25 pounds.

Nice To Haves

Bachelor’s degree, preferably with an emphasis in Business Administration, Communications, or a closely related discipline.
SAP experience is highly desired.
Administrative experience in the pharmaceutical or bioscience field.

Responsibilities

Provide administrative and clerical support to department managers or staff.
Organize the department, including setting up and maintaining files, handling mail, and distributing information.
Process confidential and sensitive information in support of administrative activities.
Compile and summarize data and help prepare regular and special reports that require data analysis and evaluation.
Type letters, reports, and records with grammatical accuracy and ensure they conform to procedures and are factually correct.
Maintain department and/or management calendars.
Schedule meetings and reserve conference rooms as needed.
Prepare meeting documents and, when requested, attend meetings to take minutes or provide information.
Prepare materials and make arrangements for conferences and travel.
Assist with department phone coverage and take messages as needed.
Maintain the inventory of office supplies.
Coordinate onboarding for new departmental employees.
Prepare expense reports.
Follow procedures and practices according to FDA regulations, with particular attention to documentation.
Comply with departmental corporate safety policies and ISO 14001 Environmental Management System requirements.
Train entry-level personnel.
Perform complex and advanced job tasks.