Administrative Assistant

Position : Administrative Assistant

Location : San Diego, CA

Duration : 12 Months Contract

Total Hours/week : 40.00

1st Shift

Description:

• The CAPA Administrative Assistant is responsiblefor providing administrative support for the CAPA Governance Leader. Manages assignments that may be complex in nature which require a high degree of initiative, self-direction, and technical capacity to follow a combination of established and dynamic procedures with minimal supervision and a high degree of accountability. Develops and implements improvements to processes while demonstrating flexibility and maintaining a positive outlook.
• Contributes to the success of the CAPA Governance Board by to completing tasks with accuracy and timeliness in efficient and effective ways. Must be highly organized and able to effectively prioritize multiple tasks and projects with competing deadlines.

Duties and Responsibilities :

• Establishes and maintains CAPA stored data - paper-based and electronic
• Performs basic CAPA database administrative functions (account set up, password reset; generates raw metrics data)
• Coordinates CAPA Governance Board and corresponding meetings; develops, compiles, and distributes media; coordinates room setup logistics; interfaces with meeting attendees
• Leverages Microsoft Office effectively to calendar, create documents/templates, input data, and develop presentations
• Prepares documents containing technical information, and medical device and Quality system terminology
• Responsible for calendar management, requiring a broad range of interactions from individual contributors through executive leadership
• Facilitates incoming and outgoing department communications on behalf of the CAPA Governance Leader
• Coordinates complex domestic and international travel arrangements, utilizing judgment to effectively manage cost and assure management needs are considered. Prepares extensive travel itineraries and assists with expense reports as needed
• Assists in the arrangement and execution of CAPA Governance Board events
• Coordinates various office support services, including purchasing and facilities management
• Performs other related duties and assignments as required
• Demonstrates flexibility and maintains positive outlook
• Asks ‘Why?,' and meaningfully synthesizes responses to multiple processes, as appropriate
• Chooses right over easy

Qualifications:

• High school diploma/GED
• Minimum of three years of administrative assistant experience with increasing responsibility
• Expertise with Microsoft applications (Excel, Outlook, Word, PowerPoint)
• Effective and efficient organization and planning - effective written and oral communication skills
• Working knowledge of CAPA process
• Minimum of two years of relational database experience
• Demonstrated ability to maintain a high degree of confidentiality with sensitive information
• Advanced customer service and support skills - willing to pitch in where needed to get things done
• Excellent technical learning desire and agility; keen to anticipate needs
• Strong communication skills and attention to detail, meet deadlines, and manage multiple, competing priorities in a fast-paced environment
• Demonstrated ability to deal with ambiguity, frequent changes, delays or unexpected events, and maintain positive attitude

Preferences

• Prior experience supporting Quality function in Medical Device or Biotech industry
• Bachelor's degree