Administrative Assistant III

Location:

Prefer local to Lake County. If remote, must be CST or EST

• Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis.
• Oversees and coordinates the day-to-day activities of the Vice President department and serves as the principle point of administrative contact and liaison with internal and external stakeholders/business partners.
• Ensures all administrative commitments and requirements are executed in a timely manner.
• Will have access to confidential information and will maintain the highest level of confidentiality and exercise these principles in interfacing with both internal and external stakeholders.

Location:

Prefer local to Lake County. If remote, must be CST or EST

• Under limited supervision, provides administrative, operations and systems support to the VP and Head of Clinical Development & Scientific Innovation and Skincare R&D Function and may support other staff on a limited basis.
• Oversees and coordinates the day-to-day activities of the Vice President department and serves as the principle point of administrative contact and liaison with internal and external stakeholders/business partners.
• Ensures all administrative commitments and requirements are executed in a timely manner.
• Will have access to confidential information and will maintain the highest level of confidentiality and exercise these principles in interfacing with both internal and external stakeholders.

• Administrative support for VP, Clinical Development & Scientific Innovation and Skincare R&D: 70%
• Proactively maintains calendar and manages schedules, appointments, determining priorities; resolve scheduling conflicts as needed, and ensures efficient management and/or organization of meetings in collaboration with senior leadership administrators as needed.
• Manage and coordinate travel requirements and conference registrations; occasionally support travel and office arrangements for visiting employees.
• Prepare expense reports, expedites, and tracks processing of all department expense reports, check requests, and purchase requisitions.
• Manage and coordinate departmental onsite and offsite events and meetings, including facilities and catering support as well as meeting logistics (videoconferencing, meeting venue, etc.).
• Manage organizational charts and contact lists as needed.
• Prepare agendas, materials, and minutes for meetings as required. Compose and prepare routine correspondence; format/edit documents as needed.
• Makes recommendations to ensure the efficient handling of administrative matters and tracks special projects/initiatives to completion.
• Exercises a high degree of diplomacy, confidentiality, tact, and professionalism.
• Administrative support for scheduling aesthetics team meetings and training; collaborate with meeting managers and with administrators to schedule meetings and resolve scheduling conflicts.
• Support document filing, meeting recordings and organizing as needed. Prepares administrative portion of slide decks for routine meetings. 20%
• Handles administrative responsibilities for the Clinical Development & Scientific Innovation and Skincare R&D department. 10%
• Coordinate and schedule onboarding and/ or staff offboarding; works with managers, HR, space planning, and IT. Ensure proper set up/ removal of training in Compliance Wire.
• Coordinate department meetings, celebrations, and events.
• Coordinate, process, and track office supply orders for the department
• Serves as key gatekeeper for and inquiries from other external stakeholders; field and transfer calls to appropriate internal departments.

• High school degree; college graduate preferred.
• 5+ years of increasingly responsible administrative and secretarial experience
• Advanced knowledge of Microsoft Office, Excel, PowerPoint, and Outlook.

• Excellent communication and interpersonal skills with the ability to effectively interface with all levels
• Creative, flexible, well organized, resourceful, and…