Executive Assistant

ELIXIR MD™ Inc is hiring an Administrative Assistant/Office Manager to join our team!

ELIXIR MD™ Inc is a global provider of innovative medical technologies which develops, manufactures, and markets devices harnessing novel Photodynamic Therapy technology. The company strives to enable new and emerging noninvasive skin rejuvenation procedures by leveraging its medically accepted technology for skin related issues. We provide top-quality medical products aiding patients to achieve their goals. ELIXIR MD™ Inc serves health care providers and industry leaders who specialize in therapy to relieve patients suffering from oral issues, skin problems, and even cancer patients. We aim to deliver safe, optimal and reliable results with complete support and cooperation.

Job Description:

The ideal candidate will be able in charge of carrying out day-to-day organizational tasks and

facilitating efficient communication across an entire office or specific department. Administrative assistant is responsible for managing the schedules and communications of key company executives. Should be extremely organized and able effectively coordinate meetings and other office events. They should be comfortable answering inbound phone calls, distributing mail to employees, and handling outgoing mail. They should also possess a friendly demeanor so they can effectively interact with office visitors and communicate the team.

Position: ELIXIR MD™ Inc

Field: Medical Device.

Reports to: Executive Management Team.

Location: On site.

Location: Irvine, CA.

Minimum Qualifications:

• Proven experience as an office manager/administrative assistant or similar administrative role.
• Excellent organizational and time-management skills, with the ability to prioritize and manage multiple projects simultaneously as assigned to them, ability to work under tight deadlines.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Suite.
• Ability to handle confidential information with discretion and maintain a high level of professionalism.
• Self-starter with the ability to multi-task, work proactively in a fast paced, high volume, creative and deadline-oriented environment with appropriate time-management and prioritization, and close attention to detail.
• Ability to maintain positive relationships with internal and external contacts.
• Associate (Required)
• Microsoft Excel: 5 years (Required)
• Office manager: 5 years (Required)
• Driver's License (Required)

Executive Assistant: Duties and Responsibilities

• Office Management: Oversee general office operations to ensure the main office runs smoothly, including maintaining a well-stocked inventory by monitoring supplies, anticipating needs, and placing orders as required.
• Executive Support: Provide high-level administrative support to the Senior Executive team and other leaders as assigned, ensuring seamless daily operations.
• Calendar Management: Manage and maintain executive calendars, assist in meeting preparation, set up conference rooms, and schedule/coordinate meetings, conferences, appointments, and calls.
• Document Preparation: Prepare correspondence, reports, presentations, and other documents using Microsoft Office and other necessary software, ensuring professionalism and accuracy.
• Event Coordination: Assist in planning and executing team meetings, off-sites, and cross-departmental activities, partnering with colleagues to ensure successful events.
• Data Management: Create and maintain departmental databases and spreadsheets, and perform data entry in the company’s CRM system.
• Travel Coordination: Arrange and coordinate travel plans for executives, including flights, accommodations, and ground transportation.
• Document Editing: Edit, update, and version business documents, presentations, and reports, utilizing intermediate to advanced skills in MS Excel and PowerPoint.
• Expense Management: Handle executive expenses, invoices, and other administrative tasks with precision and timeliness.
• Confidentiality: Maintain confidential files and records, handling sensitive information with the utmost discretion.
• Client Relations: Support business development efforts by identifying new opportunities, networking, and building relationships with key clients as needed.
• Collaboration: Work with marketing and product teams to create and execute go-to-market plans and other strategic initiatives.
• Content Creation: Create and edit content for social media channels and other communications, including drafting essays and professional correspondence.
• Office Hospitality: Welcome and guide visitors, ensuring a professional and positive first impression.
• Additional Duties: Perform other administrative and operational tasks as assigned to support the team and organization.

Compliance:

• Follow all companies’ policies and procedures in a complaint manner, while maintaining a high level of integrity.

Benefits:

• Salary.
• Paid time off and holidays.

Note:

• No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, incentive, benefits, or any other form of compensation and benefits that are allocable to a particular employee remains in the Company’s sole discretion unless and until paid and may be modified at the Company's sole discretion, consistent with the law.

EMK MEDICAL is an equal opportunity employer. We do not discriminate in hiring or employment against any individual based on race, color, gender, national origin, ancestry, religion, physical or mental disability, age, veteran status, sexual orientation, gender identity or expression, marital status, pregnancy, citizenship, or any other factor protected by anti-discrimination laws.