Administrative Assistant, Swiss Dermatology, Innovative Portfolio

Stratpharma•San Diego, CA

17d

About The Position

The Administrative Assistant provides comprehensive administrative and operational support with a focus on trade show coordination, logistics, and financial administration. This role also supports the executive team and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

2–4 years of experience in an administrative, office support, or coordination role
Strong organizational skills and attention to detail
Ability to manage multiple tasks and deadlines simultaneously
Proficiency in Microsoft Office
Ability to carry up to 50 Ibs
Has valid Driver’s license
Strong written and verbal communication skills

Nice To Haves

Experience with AP/AR processes or financial administration preferred
Experience supporting trade shows, events, or logistics strongly preferred

Responsibilities

Administrative & Executive Support
Provide administrative support to the executive team, including meeting preparation, document drafting, and follow-up tasks
Prepare correspondence, presentations, reports, and internal documentation
Maintain organized digital and physical filing systems
Coordinate travel arrangements and process expense reports
Support cross-functional teams with administrative and operational needs
Accounts Payable & Accounts Receivable
Process accounts payable invoices, ensure proper approvals, and coordinate timely payments
Assist with accounts receivable tracking, invoicing, and follow-up
Maintain accurate financial records related to expenses, vendors, and events
Support reconciliation, reporting, and coordination with finance or accounting teams
Trade Show & Event Coordination
Coordinate logistics for domestic and international trade shows, conferences, and marketing events
Manage event timelines, task lists, and deadlines to ensure successful execution
Coordinate booth logistics including shipping, freight, storage, and return shipments
Liaise with event organizers, vendors, freight companies, and exhibit houses
Assist with booth setup, materials preparation, and on-site support as required
Track inventory of booth materials, promotional items, samples, and marketing collateral
Track event-related expenses and assist with budget monitoring
Marketing & Operations Support
Assist with ordering, organizing, and distributing marketing materials for events
Support internal communications related to event planning and execution
Assist with post-event documentation, reporting, and process improvement