Administrative Assistant

ICU Medical•San Diego, CA

2h•$30 - $32

About The Position

The Administrative Assistant supports the Executive Assistant and Executive team with signature requests, document filing, purchase orders and invoice payments, travel arrangements, expense reports, meeting scheduling, calendar management, correspondence, reports, and other administrative tasks. The role interacts with high-level internal and external contacts and requires a professional demeanor and significant discretion when handling confidential company information, files, and records. The position is largely sedentary and operates in a professional office environment using standard office equipment. Travel is typically less than 5% of the time. The stated salary range is $30–$32 per hour; actual pay may vary based on relevant experience, skills, education, licensure or certifications, and geographic location.

Requirements

Must be at least 18 years of age.
High school diploma.
At least three years of experience supporting an Executive team.
Exceptional interpersonal skills and a professional demeanor and attitude.
Strong organizational skills and attention to detail.
Excellent verbal and written communication skills.
Ability to prioritize business objectives and respond quickly to changing priorities.
Ability to work independently with minimal daily instruction.
Ability to multitask and work in a fast-paced environment.
Proficiency in Excel, Word, and Outlook.

Nice To Haves

Bachelor’s degree from an accredited college or university.
Previous experience using Concur or another travel and expense system.

Responsibilities

Provide administrative support to the Executive team and their staff, including handling signature requests and document filing for all departments.
Manage purchase orders and invoice payments at the direction of the Executive team.
Schedule complex domestic and international travel using systems such as Concur and prepare expense reports for the Executive team.
Schedule internal and external meetings, luncheons, conference calls, and presentations, coordinating details such as IT equipment, meeting rooms, and catering.
Manage the Executive team's Outlook calendars and schedules.
Draft, type, and edit correspondence, reports, memos, and other internal and external records and communications while maintaining confidentiality.
Gather information and run reports as necessary.
Work on special projects as assigned.