Assistant in Irvine, CA at Apex Life Sciences

Date Posted: 11/9/2018

Job Snapshot

  • Employee Type:
  • Location:
    Irvine, CA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
  • Job ID:

Job Description

Job Title: Assistant


The R&D Department Assistant position supports the Critical Care R&D Engineering Team by managing the day to day administrative functions in order to better serve our customers. The ideal candidate will be experienced in working with business professionals, preferably in a global corporation. The Assistant role requires a pro-active self-starter who possesses multi-tasking and communication skills.

Interview help:

Escort Candidates from Lobby to Meeting rooms for Interview.

Book rooms for interviews and manage interviewee while onsite.

Coordinate interview schedule agenda and resume pass along to team, making changes as needed, and escort out.

Process any w9s for reimbursement to candidate, book rooms and fill out travel request online and area tour booking, if needed.

Coordinate domestic & international travel, hotel accommodations: For candidates who do not live locally.

Ordering and stocking general supplies: New hire supplies, including peripherals, desk supplies, access to printer portal, and assist in application process for credit cards.

Ordering Lunch for Lunch Meetings: Check room status and pick up orders, as needed, from LINC Café.

ITSR setup for New Hires and follow up, as needed, including peripherals, laptop, etc.

Finding space to put new hires: Currently at capacity.

Assist with new hire onboarding process: Badge, parking, gym access, HR paperwork, and email start date prior to actual start date. Filing Invoices: Via scanner to email.

FedEX: Restock Pre-filled out forms.

Staples Side by side: Train team members how to use Coupa to order supplies.

General ITSRs: Coupa reinstatement, manager updates, tech not working, asset disposal, etc.

Coupa: Creating and managing PO’s / Invoices. Process purchase orders and capital project approval requests.

ECLM: Manage contracts (Master Service Agreement, Statement of Work, Change Order and Non-Disclosure Agreements) with suppliers.


High School Diploma Required

4-5 Years of Experience

Must have strong organizational skills, be detail-oriented, resourceful and able to multi-task, and able to follow guidelines and protocol.

Self-starter & capable of working independently.

Able to manage multiple tasks concurrently.

Able to make independent decisions (within established guidelines) & use good judgment.

Able to problem-solve.

Proficiency in all MS Office software, (Excel, Word, PowerPoint).

EEO Employer

Apex is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at 844-463-6178.