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Grifols Shared Services North America, Inc Administrative Assistant IV in San Diego, California

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Summary:

The Administrative Assistant IV will be responsible for supporting the Senior/Executive Leader of a function. Under limited direction and own initiative, provides a variety of advanced secretarial and administration function for the Senior/Executive Leader and the department. This position will be responsible for managing the logistics of functional leadership meetings and events. Assistance with annual planning for large internal or external meetings will be required.

Primary responsibilities for role:

  • Format and type confidential and non-routine correspondence and documents. Proof work and make changes as necessary

  • Establish and maintain complex filling systems, generally of a confidential nature

  • Screen telephone calls, take messages, redirect calls, and respond to inquiries regarding company policies/procedures

  • Maintain calendars and coordinate conference/meetings, both on-and off-site, which may include extensive arrangements, depending on nature of meeting and participants

  • Make travel arrangements and reservation involving multiple locations and individuals

  • Prepare complex itineraries and expense reports

  • Perform administrative project work that includes researching and gathering information from various sources, formatting, analyzing and summarizing results.

  • May represent manager or department at meetings and committees. May supervise the daily work of lower level administrative staff.

  • Onboard full-time associates as requested by Senior/Executive leader

  • Monthly presentations for functional/global/senior leadership meetings – collect from managers, combine and make minor edits

  • Act as point person/ collaboration with Facilities on associates’ workspace allocation for members of their team. Submit space requests to Facility Planning

Knowledge, Skills, and Abilities:

  • Advanced in Outlook, MS Word, Excel, and Power Point and personal computer

  • Ability to type 65 WPM

  • Ability to operate standard office equipment, such as copy machines, overhead projectors, conferencing equipment, etc.

  • Excellent written and interpersonal communication skills

  • Must be able to work effectively, independently and accurately with minimal supervision

  • Ability to interact with all levels of management, a wide range of stakeholders within and outside the Tech Ops department and company

  • Must be able to follow established procedures and guidelines and abide with safety requirements

  • Absolute discretion when dealing with sensitive and confidential information

Education:

  • High school diploma, completion of a secretarial training program, or equivalent preferred. Two years of college preferred.

Experience:

  • Experience in support of senior level executives for a minimum of 5 years

Occupational Demands:

  • May occasionally lift, carry, push, pull or otherwise manipulate objects up to 25 pounds in weight, and/or lift, carry, push, pull or otherwise manipulate objects up to 10 pounds in weight frequently or continuously.

EEO Minorities/ Disability/Veterans

Grifols is committed to Equal Employment Opportunity (EEO) and to compliance with all Federal, State and local laws that prohibit employment discrimination on the basis of race, color, age, national origin, ethnicity, religion, gender, gender identity, pregnancy, marital status, sexual orientation, citizenship, genetic disposition or characteristics, disability or veteran's status or any other classification protected by applicable State/Federal laws. We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Req ID: 224311

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