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Administrative Assistant II
Job Number: #2017-16
Location: St. Paul, MN

EnteroMedics is looking for a Temp (possible temp to hire) Administrative Assistant II (AAII) who will primarily support the sales and marketing departments while also being a resource for leadership across other functions. The AAII will handle confidential material and assist with day-to-day workflow including mail, e-mail, calendaring, travel arrangements, phones, etc. The individual will provide back-up support to other administrative team members and add value as a member of EnteroMedics through strong administrative, organizational, technical and communication skills.

ESSENTIAL FUNCTIONS

  • Time management: maintain and administer Sr. Vice Presidents’ calendars; screen their email and take pro-active action when appropriate; monitor flight arrivals and react to delays if needed

  • Adept in the use of Microsoft Word, Excel, PowerPoint and Concur Expense Reporting

  • Travel: make travel arrangements, including complicated flights, transportation, hotel arrangements for senior staff and external VIPs

  • Attend staff meetings and provide notes and/or action items, with strong emphasis on managing the flow of follow-up items

  • Schedule and coordinate all aspects of small to large business meetings (internal office conference rooms/ off-site locations, conference registrations, meals, materials, supplies, etc.)

  • Handle confidential and sensitive information and resolve routine questions

  • Prepare monthly expense reports for Senior Vice Presidents using Concur Expense Reporting application

  • Maintain department credit card, processing reconciliation and meeting deadline for monthly submittal

  • Assist with budget items including, but not limited to, generating POs and tracking and processing the paperwork; coding invoices for payment through existing internal process; adding new vendors

  • Prepare presentations and spread sheets for various projects and initiatives

  • Prepare meeting agendas

  • Proof and format internal memos, reports, and presentations

  • Coordinate schedules: calendars, team calendars, meeting attendance, arrange conference calls, etc.; log employee PTO

  • Prepare audio equipment for meetings

  • Organize and maintain office files, and participate in miscellaneous office projects as assigned

  • Back up for receptionist and executive admin General office task management, mail, voice mail, copying, filing, faxing, scanning, and handling of confidential material

MINIMUM REQUIREMENTS

  • Minimum of 3+ years of administrative experience required

  • Experience supporting sales and/or marketing leaders highly desired

  • Proficient in Microsoft Office – Outlook, Excel, Word, PowerPoint, Concur Expense Reporting

  • Proven project coordination skills with the ability to juggle multiple projects and establish priorities

  • Detail orientation with the commitment to quality and accuracy in all end product deliverables

  • Excellent written and verbal communication skills

  • Solid and proven work ethic and outstanding organizational skills

  • Ability to take initiative, plan ahead and manage schedules, keeping people on time and on task

  • Strong problem solving skills with the ability to independently find solutions

  • Ability to communicate and interact effectively with high-level internal and external customers

  • Proven interpersonal skills with the ability to diplomatically resolve conflict with tact and sensitivity

  • The ability to appropriately handle confidential information and meet tight deadlines

  • Familiarity with Sunshine Act rules a plus, but not necessary

  • Ability to work extended hours when needed (rare)

 If you are interested in applying for this position, please fill out this form to submit your resume.