Administrative Assistant III

M-F/9 am-5 pm

Long term – Contract extended thru the end of 2026

$29/HR

Irvine, CA

Orion Group is hiring an Administrative Assistant who will work with limited supervision and provide administrative, operations, and systems support to the high-level department managers and their teams for our pharmaceutical client in Irvine, CA.

We are looking for candidates who can manage three or more vendor software programs required explicitly by specific departments and provide clerical support to three or more department managers and their staff.

Duties may include preparing correspondence, report and presentation creation, database creation/management, and calendar/email management.

Looking for someone with previous high-level secretarial experience who can work under minimal supervision.

KEY DUTIES AND RESPONSIBILITIES:

• Proactively maintains calendar and manages schedules and appointments, determining priorities; resolves scheduling conflicts as needed; and ensures efficient management and/or organization of meetings in collaboration with senior leadership administrators as needed.

• Manage and coordinate departmental onsite and offsite events and meetings, including facilities and catering support as well as meeting logistics (videoconferencing, meeting venue, etc.).

• Manage organizational charts and contact lists as needed.

• Prepare agendas, materials, and minutes for meetings as required. Compose and prepare routine correspondence; format/edit documents as needed.

• Makes recommendations to ensure the efficient handling of administrative matters and tracks special projects/initiatives to completion.

• Exercises a high degree of diplomacy, confidentiality, tact, and professionalism.

• Coordinate and schedule onboarding and/ or staff offboarding; works with managers, HR, space planning, and IT.

• Serves as key gatekeeper for and inquiries from other external stakeholders; field and transfer calls to appropriate internal departments.

JOB QUALIFICATIONS (MINIMUM REQUIREMENTS):

• High school degree; college graduate preferred.

• 5-7 years of increasingly responsible administrative and secretarial experience

• Advanced knowledge of Microsoft Office, Excel, PowerPoint, and Outlook.

• Excellent communication and interpersonal skills with the ability to effectively interface with all levels within the company.

• Creative, flexible, well-organized, resourceful, and proactive.

• Outstanding attention to detail

• Excellent judgment in handling confidential, legal, or sensitive information.

• Ability to work independently, anticipate needs, set priorities, and handle multiple tasks efficiently and with little or no supervision.

• Possess team spirit, can-do attitude, and entrepreneurial style.