Endologix, Inc

Marketing Department, Executive Assistant

Job ID
2018-1812
Location
US-CA-Irvine
Category
Administrative/Clerical

Overview

Endologix develops and manufactures the latest innovations in endovascular aneurysm repair and sealing. We are a fast-moving, high energy organization. Employees are offered development opportunities and new responsibilities that might have taken them significantly more time in other organizations. Our commitment is to promise the development and refinement of skills while providing competitive compensation and benefits.

 

Provides administrative support to the Chief Marketing Officer. Primary responsibilities include maintaining calendars, scheduling meetings/appointments, arranging heavy domestic and international travel, maintaining communication with and providing information to internal and external stakeholders, taking and transcribing meeting minutes and follow up as required, and otherwise relieving Officers and VPs of clerical work, minor administrative and business details. Assist Trade Show Manager with trade shows to help achieve overall goals of global commercial team. Other duties assigned as needed to include project management.

Responsibilities

  • Provide word processing and other clerical support for executives

  • Maintain executive calendars and schedule/coordinate meetings and appointments.

  • Coordinate all executive staff meetings, conference calls, strategic planning sessions, etc.

  • Manage catering needs and AV/Audio for internal and external executive meetings and events.

  • Coordinate conference room usage for the executive board room, maintain room accordingly.

  • Coordinate external presentations and all preparations, including registration, webcast, travel arrangements, etc.

  • Coordinate presentations for domestic and international employee meetings and webcasts.

  • Coordinate heavy domestic and international travel schedule and arrangements for assigned executives, board members, and physicians.

  • Prepare expense reports and ensure submission in a timely manner.

  • Coordinate Executive staff conference calls.

  • Assist Tradeshow Manager with processing paperwork and contracting for space, electrical, and vendor payment pre and post events.

  • Assist with the management of booth delivery for all local, regional and national shows.

  • Monitor master tradeshow calendar to ensure appropriate show items are sent to events as needed.

  • Assist with monitoring Expense/Budget Tracker and Credit Card Reconciliation Monthly in Concur related to Tradeshows and respective Symposia and/or other associated events.

  • Check Requests to A/P as needed weekly for upcoming tradeshow, and labor related to events.

  • Perform other duties as assigned by supervisor.

Qualifications

 

Education:

 

Bachelor Degree preferred; High School Diploma combined with relevant experience acceptable

 

Experience:

  • 7+ Years of executive level administrative support; including experience working for a publically traded company.
  • Advanced skills with MS Office Suite programs (MS Word, Excel, PowerPoint and Outlook) Working knowledge of databases and maintaining on-line shared systems.
  • Experience with conference call and online meeting programs (WebEx) and technical know-how to problem solve on short notice.
  • Experience with Expense Reporting programs (Concur).

(To perform the job successfully, an individual should demonstrate the following competencies):

 

 

Core Competencies:

 Interpersonal Effectiveness: Actively seeks to understand perspectives and interpersonal needs and expectations of others at all levels, builds self awareness, flexes personal style appropriately, and works through conflicts constructively and appropriately

Communication: Effectively uses all mediums of communication as appropriate, presents well to groups, actively listens, and continuously identifies opportunities to build communication skills

Collaboration & Teamwork: Actively works together with formal and informal team members to build relationships and achieve team goals

Prioritization: Effectively prioritizes work to ensure timely completion of work within scope

Global & Systems Thinking: Continuously seeks to learn about and embrace global nuances, works across functions and geographies, seeks to align with diverse groups, and seeks to understand interdependencies and impacts of actions across functions and the company

Technical Expertise: Continuously builds functional and technical expertise, and pro-actively applies that technical expertise in progressively broader scope

Continuous Improvement: Learns and uses best practices tools and methodologies to assess, identify, and executes on opportunities to improve; Focus on learning and building new capabilities into self

Problem Solving & Problem Prevention: Learns and uses strong problem solving methodologies and tools, focuses on root cause analysis, and shows orientation towards problem prevention

Accountability: Focuses on results, takes initiative without direction, takes ownership for all work within scope, builds relationships and works across departments, functions, or areas of responsibility

 

 

Skills Required:

 

  • Highly detail oriented and organized electronically
  • Maintains a positive “helping” disposition and a stellar work ethic, proactive in anticipating needs, planning ahead and determining next steps.
  • Professionalism – performs in a professional manner and maintains competency and a positive attitude in a fast paced work environment. Works wells under pressure.
  • Adaptability – adapts to change in the work environment, manages competing demands and is able to deal with frequent change, delays, or unexpected events. Has the ability to deal with challenging behaviors and conflicting priorities as necessary.
  • Communication – must be able to speak clearly and persuasively in positive or negative situations. Able to edit work for spelling/grammar, present data effectively and is able to read/interpret written information effectively. Can interface smoothly and effectively with all levels of stakeholders.
  • Dependability – consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance. Flexibility in hours.
  • Trust/Accountability – highly skilled in using discretion with regard to confidential matters.
  • Planning/Organizing – ability to prioritize and plan work activities, using time efficiently and by developing realistic action plans. Possesses the ability to handle a multitude of projects simultaneously.
  • Problem Solving Skills – has the ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
  • Quality Control – demonstrates accuracy and thoroughness and monitors own work to ensure quality.

 

 

Endologix, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

                                            

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at Endologix Global Headquarters at 949-595-7200 or Endologix Santa Rosa Facility at 707-543-8800

 

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