Administrative Assistant

Job Summary :

Willow Laboratories, Inc. is a medical technology innovator, guided by a mission to improve lives by making the impossible possible through innovation.

We are searching for an Administrative Assistant to provide administrative and clerical support to senior management. This position will ensure the efficient operation of the company’s headquarters office.

Primary Duties & Responsibilities :

• Manage the calendar, including making appointments and prioritizing the most important matters.
• Organize meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Prepare and file correspondence, memos, records, and reports.
• Organize and maintain files.
• Coordinate travel arrangements and transportation.
• Review expenditures and prepare expense reports.
• Ensure that work area is clean, secure, and well maintained.
• Coordinate catering for company meetings & daily meals and maintain snack food supplies.
• Perform miscellaneous administrative tasks and special projects as assigned.
• Be organized and knowledgeable on project details.
• Deliver results with strong emphasis on quality and timelines.

Minimum Qualifications and Experience :

• Bachelor’s degree
• 5+ years' experience as an Administrative Assistant to senior management
• Strong experience in Microsoft Word, Powerpoint, Excel, Outlook and Teams
• Excellent time management and multitasking skills
• Strong process orientation and documentation abilities
• Resourceful, proactive and detail oriented
• Well organized and able to work on multiple projects at the same time
• Able to work well independently
• Ability to work in a fast-paced, demanding environment

Physical requirements / Work Environment :

This position is full time on site, located in Irvine, CA.

This position primarily works in an office. It requires frequent sitting, standing and walking. This position requires sitting for long periods of time in front of a computer display or other digital devices.

Daily use of a computer and other computing and digital devices is required. May require standing for extended periods when facilitating meetings, walking in the facilities.

Some travel may be required so the ability to operate a motor vehicle and maintain a valid Driver’s license is required.

The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods.

Reasonable accommodations may be made for those individuals with real or perceived disabilities to perform the essential functions of the job described.