Executive Administrative Assistant

At Alcon, we are driven by the meaningful work we do to help people see brilliantly. We innovate boldly, champion progress, and act with speed as the global leader in eye care. Here, you’ll be recognized for your commitment and contributions and see your career like never before. Together, we go above and beyond to make an impact in the lives of our patients and customers. We foster an inclusive culture and are looking for diverse, talented people to join Alcon.

We foster an inclusive culture and are looking for diverse, talented people to join Alcon. As an Executive Administrative Assistant, you will be providing a wide range of advanced administrative duties and projects in support of the executive and R&D teams at the Lake Forest, California site. This role involves frequent interaction with contacts at all levels of the organization and regular exposure to confidential data, requiring considerable use of tact, integrity, discretion, and judgment.

In this role a typical day will include:

• Manage and prioritize incoming and outgoing communications, including emails, phone calls, and mail.
• Schedule and coordinate meetings and appointments for R&D staff.
• Maintain electronic and physical filing systems for R&D documents, ensuring confidentiality and easy access.
• Assist in the preparation of regularly scheduled reports and presentations.
• Provide general support to management, visitors, associates, and other admins.
• Support documentation request for contract, purchase order and both international and domestic shipping.
• Assist and/or submit and reconcile expense reports, as requested.
• Carry out administrative duties such as filing, typing, copying, binding, scanning.
• Coordinate and/or assist with transportation, booking restaurants, event facilities, catering, conference calls, couriers and lodging as requested.
• Receive, sort, and distribute mail, along with notifications and the creation and removal of mailboxes and other related tasks.
• Coordinate, greet and assist visitors to the office during site visits along with updating visitor notices to the admin teams and Security.
• Electronic training subject matter expert, using VEEVA application.
• Signature delegation requests.
• IT equipment needs request.
• Supply inventory management of office supplies, business card orders and new hire welcome kits as well as supporting HR with new hires and terminated employee tasks.
• KOL (Key Opinion Leader) support, as needed.
• Patent plaque ordering, distribution and management.
• Recognition award distribution and management.
• Other administrative tasks, as identified.

WHAT YOU’LL BRING TO ALCON:

• High School Diploma or equivalent.
• The ability to fluently read, write, understand and communicate in English.
• 3 Years of relevant experience in a comparable role.

PREFERRED QUALIFICATIONS:

• Excellent written and verbal communication skills along with strong interpersonal skills.
• Thorough knowledge and understanding of Microsoft Office software (Word, Excel, Outlook, PowerPoint).
• Experience with basic bookkeeping tasks to support the financial operations of the site (i.e., handling POs, invoicing, coordination with Finance, etc.).
• Ability to be flexible, proactive, organized and able to practice excellent prioritization to maximize efficiencies.

HOW YOU CAN THRIVE AT ALCON:

• See your career like never before with focused growth and development opportunities.
• Join Alcon’s mission to provide outstanding innovative products and solutions to improve sight, improve lives, and grow your career!
• Alcon provides robust benefits package including health, life, retirement, flexible time off and much more.

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