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Administrative Assistant

Irvine, CA 92612

Posted: 06/06/2023 Job Number: 24168377

Job Description

Hybrid: Tuesday-Thursday Onsite.
Pay range: $21.00 - $22.50/hr.

Required Skills:
  • Bachelor's degree required.
  • 5-7 years of experience.
  • Attention to detail.
  • Exceptional organization.
  • Comfortable with change.
  • Strong Excel and MS Office skills.
  • Positive attitude and works well with others.
  • Ability to travel up to between 20-30% if needed.

Project Description:
Providing administrative/coordinator support for two departments: The US Meetings Management (USMM) team as well as the Sales Training team as outlined below:

  • Expense report support.
  • Maintain USMM calendar (tradeshows and meetings) on SharePoint.
  • Enter major meetings, company events and holidays on team members' calendars.
  • Internal processes like BuySmart, PO and SOW process.
  • Coordinating and tracking attendee lists for tradeshows and meetings, exhibitor badges, MIS (Meeting Information Sheets) prior to tradeshows.
  • Organize department supplies, shipping, and tracking.
  • Reserving conference room and training centers.
  • Maintain the list of training center, conference room, and auditorium reserved for each meeting.
  • Confirm reservations with the conference services booking team.
  • Maintain the supplier contact list.
  • Ship out medical supplies and other ancillary packages for departmental personnel.
  • Run weekly SAP cost center reports.
  • Follow up on any invoice issues with AP or Finance.
  • Generate purchase orders / SOWs.
  • Society List Management including annual BOD updates.
  • Derse Invoice submission input all transactions listed on invoice on an Excel coversheet, then submit invoice with coversheet to A/P. When received for payment, admin code by cost center.
  • Coordinate registration and badges for tradeshows and meetings.
  • Generate city-specific restaurant listing for larger trade shows.
  • Maintain departmental phone contact list.
  • Dept Tech Expert have full understanding of how to work SURFACE HUB and other technologies work in conference rooms, etc., troubleshoot technical issues.
  • Keep supply cabinets along " Dupont wall clean and organized.
  • USMM travel and expense reports.
  • Calendaring for team meetings, reserving conference remote visitors.
  • Assist with onboarding new departmental employees.
  • Be " SME (Subject Matter Expert) as company rolls out new policies & procedures, applications, technical processes, etc. Which are needed to learn / adapt.
  • Coordinate office supplies, name plates, business cards.
  • Coordinate (F&B) for business meetings.
  • Coordinate meeting materials from offsite storage.
  • Assist with Managers Meeting and National Sales Meeting planning.
  • Maintain and update attendee list for Managers Meeting and National Sales Meeting.
  • Create and maintain file storage for meeting related documents.
  • Assist with room set up each day and maintain materials table or rolling file with the items organized by day.

Sales Training:
  • Update Sales Rosters with new hires and transfers.
  • Maintain the training matrix by updating course completions and reviewing parameters for next course assignments.
  • Schedule and moderate the Field sales calls (FTM Fridays), track call topics and date.
  • Responsible for the New Hire on-boarding; communications, module assignments, schedule shipments and lead monthly or biweekly calls.
  • Maintain new hire kit inventory and reorder as needed.
  • Administers LMS assignments, leverages functionality and troubleshoot issues for field sales colleagues.
  • Create course surveys for course feedback, quiz and knowledge assessment, provide analytics upon close of survey.

This 12+ month position starts ASAP.

Please E-MAIL your resume (attachment to email) with rate and availability to Rose: Rose@alphaconsulting.Com


Meet Your Recruiter

Rose Minchello

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