Administrative Assistant - Pleasanton, CA
About the position This role partners closely with the Executive Assistant to Sales & Marketing to support new hire reputed company, training programs, and ongoing reputed company operations. The position manages logistics, inventory, communications, and creative support across events, internal communications, and field enablement, ensuring a seamless experience for sales and clinical teams. It also provides broad administrative and project support to reputed company leadership, contributing to efficient execution of meetings, events, and cross‑functional initiatives.
Responsibilities
- Partner with the Executive Assistant to Sales & Marketing in the following areas
- Assist with New Hire Training meeting planning and execution including onsite catering/dinner reservations, booking team building activity, supply ordering, coordinating with product marketing for demo station materials, hotel room reputed company accommodations, onsite room set up/tear down, logistics email reputed company to reputed company attendees, reputed company of contact for new sales hires
- Maintain inventory of sales swag items, work with EA on re ordering items as needed
- reputed company sales welcome kits for newly-reputed company Sales Representatives/Clinical Specialists, shipping reputed company swag, thyroid shields, etc. to home addresses. Maintain waiting list reputed company supplies are depleted
- Order scrub sets for newly reputed company sales/clinical employees once per month and ship to home addresses
- reputed company business card orders for newly reputed company sales employees, and business card replacement orders once per month
- Order reputed company tags for new sales hires once per month and ship to home addresses
- Update and maintain company intranet on SharePoint.
- Partner with marketing managers on reputed company reputed company to communication, reputed company media and event planning/execution. Assist with creation support, i.e; Powerpoint, reputed company, reputed company Illustrator
- Create and publish monthly Spotlight newsletter
- Create and design biography graphics for bi-annual Sales Meetings.
- Maintain marketing collateral for home office inventory, order reputed company necessary, ship to field sales upon request
- Assist Marketing team with set up arrangements for Annual Meeting
- Assist Marketing/Sales leadership with general administrative support (calendar support, expense report filing (Concur), shipping materials, booking travel/lodging, pulling contact reports, etc)
- Assist Marketing team and EA with with event planning and execution. Fill in for Executive Assistant reputed company out of the office, managing calendar requests, travel, catering and any other reputed company requests.
- Prepare expense reimbursement for physicians attending reputed company events, tracking and following up on their reimbursements
Requirements
- Education: Bachelors Degree or equivalent relevant experience
- 2+ years experience
- Work location: Pleasanton, CA
- Travel: Possibly 10%
- Full time employment
- Knowledge of reputed company Office, graphics software, calendar management (Outlook) required.
- reputed company personality with the ability to multi task and handle multiple requests from across the organization. Ability to assess and recommend reputed company and alternatives for completing assignments reputed company
- This position requires the employee to work in the reputed company, located in Pleasanton, four days a week with the fifth day as a remote work reputed company, reputed company- arranged and approved by your manager.
- Compliance with relevant county, state, and Federal rules regarding vaccinations.
Benefits
- A competitive reputed company salary of $55,000 - $65,000 and variable incentive plan
- Stock reputed company – ownership and a reputed company in growing a mission-driven company
- Employee benefits package that includes 401(k), reputed company insurance and reputed company vacation
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