Administrative Assistant III

Position: Administrative Assistant III
Location: 5555 Valley Blvd, Los Angeles, CA 90032 (Onsite)
Duration: 1 Month

Summary

The Administrative Assistant 3 provides general administration, organizational support, and customer service to the department, managers of the department, and/or the director.

• Provides administrative and clerical support to relieve the department manager or staff of administrative details.
• Responsible for general organization of the department, including setting up and maintaining files, handling of mail, and distribution of information.
• Process a considerable amount of confidential and sensitive information in support of administrative activities.
• Compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data.
• Type letters, reports and records ensuring grammatical accuracy, conformance with established procedures and factual correctness.
• Maintain department and/or management's calendars.
• Schedule meetings as requested; set up and reserve conference rooms as necessary.
• Prepare necessary documents for use in meetings; may attend meetings to take minutes or provide information as requested.
• Prepare materials and make arrangements for conferences and travel.
• Provide assistance with department phone and take messages as needed.
• Maintain inventory of office supplies.
• Coordinate the on‑boarding process for new employees in the department.
• Prepare expense reports.
• Strict adherence to procedures and practices according to FDA regulations.
• Strong emphasis on documentation according to FDA regulations.
• Adhere to departmental corporate safety policies.
• Trains entry‑level personnel.
• Performs more complex and advanced job tasks.
• Support and comply with the requirements of ISO 14001 Environmental Management System.

• Associate's degree required. Bachelor's degree is preferred. Emphasis in Business Administration, Communications, or closely related discipline is preferred.
• Minimum of four (4) years of related administrative experience is required.
• Equivalency:
  In lieu of an Associate's degree, candidate must have a High School diploma or GED and a minimum of six (6) years of related administrative experience.
• Requires an in-depth understanding of office management and administrative support.
• Must have excellent customer service skills.
• Ability to work independently with minimum supervision.
• Strong organizational, analytical, and problem‑solving skills with the ability to make structured decisions on a routine basis.
• Must be proactive, results‑oriented, and have strong attention to detail.
• Self‑starter with strong work ethic and the ability to exercise good judgment.
• Ability to effectively prioritize and manage multiple tasks to meet targeted deadlines.
• Strong interpersonal skills with the ability to interact with personnel at all levels in a team environment.
• Excellent verbal and written communication skills in the English language.
• Computer literacy with proficiency in MS Office (Outlook, Word, Excel, PowerPoint).