Executive Assistant

Alphatec Spine; Carlsbad (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Alphatec Spine is seeking an experienced administrative professional to support senior executives under minimal supervision. You will manage calendars, arrange travel, prepare itineraries, and assist with presentations and reports while handling confidential information.

The role requires independent judgment, strong organizational skills, and excellent MS Office proficiency. An associate's degree and 6+ years of related experience are preferred.

Qualifications

• Manages the calendars of senior executives and prioritizes meetings.
• Assists with travel arrangements and prepares detailed itineraries.
• Prepares and tracks expense reports and assists with invoices.
• Maintains confidential information and supports presentation development.

Responsibilities

• Manages the calendar of senior executives, prioritizes meetings and multitasks.
• Arranges travel, hotels, transportation, and prepares detailed itineraries.
• Prepares and tracks payment of expense reports and codes invoices.

Skills

Executive support

Calendar management

Travel arrangements

Expense reports

Microsoft Office

Education

Associates degree

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Excel

PowerPoint

Word

Job description

Under minimal supervision, provides highly diversified administrative tasks and assignments in support of a senior executive. Assists the executives by carrying out a variety of complex administrative duties involving contact and exposure to confidential and/or proprietary information. Utilizes independent judgment, determining when to act for executive and when to refer problems for personal attention.

Essential Duties and Responsibilities

• Manages the calendar of senior executives in accordance with the executive's preferences; uses independent judgment in assigning priorities and juggling multiple requests for meetings.
• Arranges travel; hotel accommodations and transportation; prepares detailed itineraries and compiles travel related documents.
• Prepares and tracks payment of expense reports.
• Verifies and codes invoices and forwards to appropriate executive for signature.
• Assist with the development of presentations, including preparation of overhead slides, researching topics, etc.
• Coordinates the accumulation and compilation of materials for meetings and other purposes, including staff meetings, monthly management meetings, monthly management reports, etc. often combining department specific materials into a single operations document; ensures reports are received and turned in on time; may provide input into format and layout of graphic presentation of data; may create notebooks for all data presented.
• Seeks and maintains a comprehensive understanding of company and departmental policies and procedures in order to effectively and efficiently conduct duties and responsibilities; may advise individuals inside and outside the organization of the executive's views on major policies or issues; sets priorities independently.
• Coordinates internal and external meetings such as, sending invitations, arranging catering, reserving locations, compiling binders and/or other hand-outs, preparing agendas and confirming attendees.
• Answers and screens executive's phone and refers calls to appropriate personnel; takes messages; responds to highly diversified inquiries from members of senior management, employees and the general public; provides courteous and efficient responses to phone inquiries determining from experience and training the limitations and extent and type of information which may be provided.
• Receives, sorts, distributes, opens and screens incoming mail. Categorizes and prioritizes response needed; uses initiative to prepare responses for signature and to assemble background information from many sources; follows-up to ensure that proper and timely action is taken.
• Coordinates processes or projects for executive(s), some of which are highly complex, confidential and sensitive in nature.
• Types routine and non-routine memos and other internal and external correspondence and other department forms and documents; may prepare first drafts of documents and/or may edit and suggest changes to documents prepared by others; material may require familiarity with commonly used business and technical expressions.
• May provide back-up receptionist coverage, depending on priority of other projects.
• Other duties as assigned.

Key Skills

• Strong interpersonal skills - self confident with the ability to positively interact with all levels of employees, vendors, customers, distributors and executives.
• Fast and accurate typist with excellent command of the English language, including strong spelling and grammar skills.
• Demonstrated organizational skills, with high attention to detail.
• Demonstrated ability to work independently on routine assignments where clear policies and procedures exist and to work with general guidance on new or unique assignments.
• Proven ability to maintain and safeguard confidential information.
• Advanced knowledge of Microsoft Outlook Excel, Word, and Power Point.
• Excellent command of the English language; good spelling & grammar skills.

Education and/or Experience

Associates degree required, Bachelor's degree preferred.

6+ years of related administrative experience, including experience supporting senior management.

Equal Employment Opportunity & Other Disclosures

ATEC is committed to providing equal employment opportunities to its employees and applicants without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, gender expression, or any other protected status in accordance with all applicable federal, state or local laws. Further, ATEC will make reasonable accommodations that are necessary to comply with disability discrimination laws. For roles based in the United States that require access to hospital facilities, must be eligible for and maintain credentials at all required hospitals, including meeting any applicable physical requirements or vaccination requirements (including the COVID-19 vaccine, as applicable). At this time, ATEC Spine does not sponsor employment visas for this position. Candidates must be authorized to work in the United States without the ne