Administrative Specialist

Angitia Incorporated Limited•Westlake Village, CA

18h•Hybrid

About The Position

The Administrative Specialist will provide administrative support to the Human Resources and Operations team and the management team as assigned. The administrative work assignments will be complex in nature and will require absolute discretion and confidentiality, as well as considerable tact, judgment, creativity, and initiative in resolving issues. The Administrative Specialist must also be able to manage multiple priorities in a continually changing environment. The ideal candidate will excel in a fast-paced environment, possess excellent communication and organizational skills, be detail-oriented, and be adept at managing multiple tasks efficiently and accurately.

Requirements

Bachelor's degree & 4 years of relevant professional administrative experience or associate degree & 6 years of relevant professional administrative experience.
Self-starter who can function autonomously.
Ability to project a highly professional image consistent with dealing with executives.
Demonstrated ability to handle confidential information and exercise good judgment.
Professional experience in calendar management, domestic/international travel.
Ability to work with media, including SharePoint, Box, MS Teams, etc., to ensure that executives have the required pre-read and briefing materials in a convenient format.
Great communication skills; consistently respond promptly to email correspondence, prioritizing time-sensitive requests.
Detail-oriented with strong follow-up skills; proactively communicates status updates on projects and requests.
Ability to be flexible with rapidly changing meeting and travel requirements.
Positive, collaborative, can-do attitude, and team-centric approach; approachable with a willingness to help others.

Nice To Haves

Experience working with early-phase pharmaceutical companies is a plus.

Responsibilities

Provide support for the Westlake Village office; check office mail and ensure office equipment is functioning properly.
Purchase and (re)stock office necessities, including water delivery, snacks, and office supplies.
Effectively manage office-related suppliers to ensure they provide high-quality services.
Coordinate office maintenance and repairs to ensure a safe and functional work environment.
Create new hire kits for all new hires and ensure timely delivery; manage inventory for new hire kits and place orders as needed.
Manage gifting programs for employee birthdays, anniversaries, etc.; ensure sufficient funds are available to process electronic gift cards and provide certificates to employees who are recipients of company awards.
Assist with scheduling interviews, tracking training, generating reports, and other related tasks using the Company's standard systems.
Assist with system maintenance, improvements, and new rollouts.
Support the coordination and logistics of all-staff meetings and team-building events.
Proactively manage executive calendar.
Assist with meeting coordination and preparation, meeting execution, and note-taking.
Prepare and process expense reports and reconcile credit cards.
Coordinate business travel arrangements, including purchasing tickets & reserving hotel rooms, completing registrations for conferences, etc.
Facilitate signatures via DocuSign for documents, including, but not limited to, confidential disclosure agreements (CDAs) and consulting services agreements (CSAs), etc.
Perform other duties as assigned.

Benefits

Medical, dental, and vision coverage for employees and their eligible dependents
401(K) Retirement Plan with Company match
Company paid Long Term Disability Coverage
Company-paid life Insurance & AD&D Coverage
Voluntary Life Insurance & AD&D Coverage
Employee Assistance Program (EAP)
Company-paid Holidays
Paid Time Off
Paid Sick Leave
Telecommunication Monthly Stipend
Work-From-Home Equipment Reimbursement