• Coordination of meetings and visitors
• Call for safety courses, overview of Client personnel on site
• Keep it tidy, hold overview, order necessary
• Point of contact towards Company, re. offices/caretaker
• Order catering for meetings, fruit etc.
• Follow up and Co-ordinate progress with the Workshop and Suppliers on parts ordered
• Liaise with the clients on the progress of vehicle
• Provide continuous feedback to the Managing Director
• Suggest and implement systems to optimize Client Service
• Monitor Administration procedures and effectiveness

Skills: Meeting Coordination, Safety Course Management, Administrative Oversight, Client Liaison, Catering Coordination, Supplier Coordination, Progress Reporting, Process Improvement

• Managing small-mid scale assessment and development projects which include client liaison, scheduling and resourcing, logistics, project set up and review, managing milestones and feedback to client and team members
• Assisting in the execution and administration of client day-in-the-life assessment centre simulations and training initiatives (e.g. system set-up, client liaison, preparation of materials and resources, and candidate care)
• Client interfacing (e.g. receiving and initiating calls, handling requests, servicing needs and issues, involving consultants as appropriate in problem-solving)
• Assistance with client documentation including training materials, proposals, product specifications, and presentations
• Support of projects using organisation-specific software (e.g. Talent Portal, Pinpoint Leadership Mirror, Manager Ready, Leader3Ready, etc.)
• Manage the transparent expenditure of the BID Levy for the five-year term (2017-2022) and provide solid returns on investment for the BID levy payers
• Promote Chichester City Centre through marketing and events
• Promote business opportunity and development
• Support safety and security in the City
• Coordinate public and private investments and services
• Collaborate with partnership organisations working to similar economic growth objectives
• Collect reliable evidence-based data on City performance to develop policy

Skills: Project Management, Client Liaison, Logistics Coordination, Documentation Preparation, Software Proficiency, Budget Management, Marketing and Promotion, Data Collection and Analysis

• Briefly explain the jobs overall objective
• Process all dept faculty appointments and promotions to the medical school and Hospital.
• Ensure all faculty licensures and certifications are in order.
• Maintain faculty development material for each faculty member.
• Process and coordinate all faculty effort reports.
• Assist Chair in preparing yearly annual reports.
• Assist assistant director in preparing and distributing monthly attending ED coverage schedules.
• Coordinate scheduling and processing of all new faculty.
• Transcription and distribution of M&M minutes.
• Transcription and distribution of monthly faculty staff meeting meetings.
• Gather information for the monthly dean's report.

Skills: Appointment and Promotion Processing, Licensure and Certification Management, Faculty Development Administration, Effort Reporting Coordination, Annual Reporting Support, Scheduling Coordination, Minute Transcription and Distribution, Information Gathering and Reporting

• Own the execution of the logistics for Career Centre events. 
• Ensure all events are executed to the highest standards, on deadline and to budget including webinar support such as room bookings, catering, buying gifts, checking set up, managing event registration, signage, checking attendee profiles on LinkedIn, creating feedback surveys
• Proactively communicate with student/alumni participants to ensure pre-event and post-event communication (e.g. event reminders, pre-work requirements, allocation reminder details) are clear and efficient for optimal learner experience
• Coordinate event communications with event guest speakers such as alumni participants or faculty such as draft invite communication, sending out invites and following up with alumni or guests
• Monitor the take-up of events, record attendance and liaise with team members regarding event reservations
• Work in conjunction with other parts of the Career Centre and the appropriate Programme Office to align schedules, also work closely with the operations, AV and catering teams
• Record FAQs and feedback at Q&A sessions
• Organise logistics such as rooms, catering, badges, access to computers and any other requirements
• Answer any questions, provide bookings data for invoicing
• Support the work with Alumni Career Coaches and other external providers, monitoring use and feedback
• Set up Purchase Orders and send invoices for processing

Skills: Event Logistics Management, Event Coordination and Support, Effective Communication, Guest Speaker Coordination, Attendance Monitoring, Cross-Department Collaboration, Feedback and FAQ Management, Financial Administration

• Managing the access process for job board requests from Schools.
• Support the Careers Programme Manager in putting together content for various channels including Programme and Alumni Newsletters
• Send out reminder emails, signposts via Announcements or WhatsApp group
• Signpost students to relevant resources and answer questions on using Career Centre systems
• Act as contact person for the team and monitor the Alumni Career Centre mailbox, responding to enquiries in a timely manner, and escalating promptly where appropriate.
• Review Talent Directories
• Create a database of alumni contacts to help team create alumni profiles/case studies
• Support the team with the creation of key slides in workshop presentations
• Update the website with relevant presentation slides or other materials
• Collaborate with and support events coordinators in the department

Skills: Access Management, Content Development Support, Student Engagement, Resource Navigation, Communication and Inquiry Management, Directory Review and Management, Presentation Support, Website Content Management

• Experience in a healthcare-related environment.
• Intermediate proficiency with office software (Microsoft Office) including word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint)
• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Excellent organizational skills
• Excellent time management skills
• Strong project management skills
• Strong conflict resolution skills
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels
• Ability to influence others to accomplish tasks outside of the direct span of control

Qualifications: BA in Business Administration with 3 years of Experience

• Experience in an administrative role supporting a Director or VP level and above, ideally with previous experience within a pharmaceutical or biotech environment
• Experience working in a team environment with other administrative assistants
• Exceptional attention to detail with the ability to meet aggressive deadlines
• Skilled in organizing and prioritizing competing time demands
• Excellent written and verbal communication skills with ability to effectively communicate and partner with all levels of the organization
• Expertise working in MS Office (Word, Excel, PowerPoint) and managing multiple calendars within MS Outlook
• Experience with Concur preferred
• Ability to adapt to a constantly evolving environment
• Self-motivated with a strong sense of ownership in areas of responsibility
• Understanding the importance of confidentiality and discretion
• Ability for occasional travel between local sites in El Segundo and Santa Monica

Qualifications: BS in Human Resource Management with 4 years of Experience

• Demonstrated knowledge and understanding of PC and mainframe applications, including Windows, EXCEL, PowerPoint, Access, EERS, PCARD, TIME, Passport, PeopleSoft, etc.
• Demonstrated ability to work independently, exercise sound judgment and discretion and coordinate multiple projects simultaneously.
• Demonstrated administrative, organizing and planning skills. 
• Demonstrated ability to conduct research, identify data requirements and create research tools.
• Demonstrated knowledge of corporate and business unit policies procedures and practices.
• Proven ability to perform effectively in a high-performance culture.
• Demonstrated ability to build consensus, establish trust and communicate effectively (written &#CD# verbal).
• Demonstrated business acumen, customer awareness and ability to create value.
• Supports a Key Manager or provides support for a department.
• A wide degree of creativity and latitude is expected with supervision.

Qualifications: BA in Public Administration with 5 years of Experience

• Demonstrated effective verbal, written, and interpersonal skills
• Strong attention to detail and highly organized
• High level of integrity and confidentiality with sensitive information
• Proven knowledge and understanding of administrative and office policies and procedures
• Good proofreading and editing skills for technical documents
• Ability to review the work of lower-level administrative assistants
• Demonstrated a high level of proficiency with MS Office Suite, Outlook, Word, PowerPoint and Excel
• Proficient in Microsoft computer products including Word, Excel and Outlook.
• Demonstrated record of strong interpersonal skills.
• Competence in basic PC skills required to perform job functions.
• Ability to read, write and effectively communicate in English.

Qualifications: BS in Organizational Leadership with 4 years of Experience

• Knowledge of commonly used PC applications such as word processing, spreadsheets, presentations and databases 
• Knowledge of the business and/or organization and Company products, policies and programs.
• Strong communication and organizational skills. 
• Exceptionally strong organizational and time management skills.
• Excellent follow-through and ability to execute reminders without being intrusive. 
• Consistently displays outstanding judgment, professionalism, diplomacy and discretion.
• Flexibility to adjust to constantly changing demands and priorities.
• Experience in communicating effectively with company executives, employees, vendors and customers at all levels.
• Familiarity with office equipment, such as fax machines, copy machines, and phone systems
• Comfort using business email systems, such as Microsoft Outlook
• Highly organized and able to create an organized and easy-to-follow system for others

Qualifications: BA in Communication Studies with 6 years of Experience