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Executive Administrative Assistant

Malibu, CA, USA Req #186
Wednesday, November 13, 2019

Education Desired: High School diploma and 5+ years relevant Executive Administrative Assistant experience. 

Essential Job Functions: Looking for an experienced, professional, outgoing, meticulous, highly organized Executive Assistant who is able to provide exceptional administrative support, for HRL Operations Director, 4 Department Managers, Operations Coordinator and Operations staff members. It is very important for this person to be able to maintain confidentiality. Ideal candidate can perform effectively in a fast-paced environment where multitasking and prioritizing is essential. Responsibilities in this position will include scheduling/calendaring, answering phones, managing department events and communication, creating visitor requests, organizing monthly and quarterly financial reports, writing and editing presentations, managing staff travel, generating expense reports and meeting minutes: document, organize & distribute, maintain department internal Sharepoint site, filing, data entry, mail distribution, update project schedules, order office supplies, maintain and organize department databases. Desired candidate must be able to facilitate communication between customers, personnel and management at all levels. Will provide backup administrative support for other HRL departments as needed. 

Experience Desired: 5+ years administrative assistant or customer service experience. Strong organizational skills required. Outgoing self-starter with exceptional attention to detail, follow-through and multi-tasking. This position will routinely exercise independent judgement and discretion to include executive scheduling. Desired candidate would have experience supporting Facilities, Equipment Repair, Machine Shop and/or Shipping/Receiving departments. Must have good verbal and written communication and interpersonal skills. Must be able to work with little supervision. Computer skills using Outlook, Excel, PowerPoint, Word is required. Experience with Sharepoint, Visio and Project is desired, but will train. Will be required to learn additional custom software packages used by the departments. 

Knowledge Desired: Knowledge of office protocols including the ability to interface with a wide variety of people including technical laboratory experts is required. Should have experience in administrative support and working knowledge of Operations procedures. Knowledge of office organization protocols including software. Ability to research best practices and manage tasks with little to no supervision. Must be able to multi-task and provide support for multiple managers simultaneously. 

Essential Physical/Mental Requirements: Must have the ability to sit for long periods of time and access all locations of the company property. Must be able to communicate effectively and professionally with people and have a focus on customer service for internal customers. 

Special Requirements: Able to work flexible hours. U.S. citizen or permanent resident status required.

This position must meet Export Control compliance requirements, therefore a "U.S. Person" as defined by 22 C.F.R. § 120.15 is required. "U.S. Person" includes U.S. Citizen, lawful permanent resident, refugee, or asylee.

HRL Laboratories is an Equal Employment Opportunity employer and does not discriminate in recruiting, hiring, training or promoting, on the basis of race, ethnicity, color, creed, religion, sex, sexual orientation, gender, gender identity, genetic information, national origin, physical or mental disability, pregnancy, medical condition, U.S. military or protected veteran status, union membership, or political affiliation. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

Other details

  • Pay Type Hourly
  • Malibu, CA, USA