Executive Assistant

Compensation: $83,000 - $110,000 per year. You are eligible for a Short-Term Incentive Plan with the target at 7.5% of your annual earnings; terms and conditions apply.

Administrative Assistant - Hybrid in Aliso Viejo, CA (at least 2-3 days per week on-site)

We are seeking a dynamic Administrative Assistant to support one of our C-level executives in a hands-on role. The ideal candidate will have a strong administrative background, the ability to coordinate multiple competing priorities, and a polished, professional and positive attitude. The role supports delivery on project initiatives, driving department functional excellence, focusing on continuous process improvement as well as serving a critical function in meeting the needs of the operations department. By handling a variety of tasks to ensure that all interactions between the organization and others is smooth and productive, this role will provide support in general office tasks, scheduling, meeting organization, travel arrangements and ad-hoc project management. This role will also work in coordination of related projects with our other Assistants across the business.

Essential Functions

• With a primary responsibility of supporting the C-Level, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently
• Plan and orchestrate work to ensure the senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
• Partner with Communication teams to support company messaging while liaising with internal and external executives on various projects and tasks creating ad-hoc reports and presentations on an as-needed basis
• For Executive-led, staff & board meetings - Prepare and distribute agenda in advance, arrange facilities, connection tools, and action minutes
• Organize and coordinate events (virtual and/or in-person) and special projects in conjunction with other departments
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy
• Act as a liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies when necessary
• Work independently and within a team on special nonrecurring and ongoing projects. Upon request acts as project manager for special projects
• Support in logistical planning, setup, and execution for employee events
• Manage professional and personal scheduling for the C-Level, including agendas, mail, email, calls, travel arrangements, customer management, and other company logistics
• Supervise the maintenance and alteration of office areas and equipment as well as layout, arrangement and housekeeping of office facilities
• Participate as needed in special department projects
• Lead and communicate status of key projects to C-Suite
• Identify opportunities to enhance or streamline administrative processes and lead efforts to optimize
• Work closely with various stakeholders at all levels of the organization and across cross-functional teams, clearly and effectively communicate insights, recommendations and status of projects
• Work close with other C-Suite Executive Assistants and Staff
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Other duties as assigned

Qualifications

• 5+ years of executive level administrative support experience, C-level preferred 
• A bachelor's degree from an accredited university/college or equivalent work experience 
• Strong time-management skills and the ability to organize and coordinate multiple projects at once 
• Ability to be creative, flexible, and think ''outside the box'' 
• Must be able to take initiative on projects and work independently 
• Experience overseeing budgets and expenses 
• Experience developing internal processes and organizational systems 
• Represent Ambry Genetics positively, courteously and professionally to all internal and external customers and vendors with whom we have contact
•  Maintain a calm and polite demeanor at all times, and exercise discretion with sensitive info