NEW JOB OPENING
EXECUTIVE ADMINISTRATIVE ASSISTANT
IN Torrance, CA, USA!

Requirements:

• 5+ years administrative support experience, preferably in a regulatory, legal, or technical environment

• Strong organizational and communication skills.

• Proficiency with MS Office, SAP, and document management systems.

• Ability to manage multiple priorities.

• Attention to detail.

• Discretion with confidential information.

• Experience with budgets, procurement and invoice processing preferred



KEY PERFORMANCE INDICATORS

List the typical key performance indicators that are used to measure success in the job.

Accuracy & Timeliness:

• Documents, records, and reports are processed accurately and on schedule.

• Purchase requests, invoices, and financial transactions are submitted and reconciled promptly.



Operational Efficiency:

• Office operations, supplies, and facilities are maintained without disruption.

• Meetings, events, and schedules are coordinated smoothly.



Compliance & Audit Readiness:

• Accurate and timely regulatory submissions, audits, and records retention meet compliance standards.

• All required documentation is up-to-date and accessible for audits.



Stakeholder Satisfaction:

• Executives, staff, and cross-functional teams report high satisfaction with administrative support.

• Requests and issues are resolved effectively and professionally.



Communication & Collaboration:

• Information is shared clearly and updates are communicated proactively.

• Collaboration with internal and external partners is effective.



Continuous Improvement:

• Processes are regularly reviewed and improved for efficiency and effectiveness.

• Proactive identification, and appropriate escalation as necessary for resolution of operational issues.



Decisions Expected:

• Prioritize and manage daily administrative tasks and document flow

• Escalate issues to appropriate staff or management as needed

• Ensure compliance with internal procedures and regulatory requirements



Overview (Executive Administrative Assistant):

The Administrative Assistant serve as the central administrative resource for the Product Regulatory Office (PRO), ensuring smooth operations through expert management of documentation, procurement, scheduling, and compliance activities. This role supports executives and staff, facilitates regulatory and business processes, and helps drive the PRO’s mission of regulatory excellence and operational efficiency. Ideal for a proactive, detail-oriented professional who thrives in a fast-paced, collaborative environment.



Responsibilities:

Document and Records Management (20%)

• Oversee the logging, archiving, and distribution of regulatory documents; maintain records retention, audit schedules, and organizational charts.



Procurement and Financial Administration (20%)

• Process purchase requests, invoices, and chargebacks; reconcile purchase card transactions; manage permit and certification fee submissions; support budget and asset audits.



Staff Support and Onboarding (20%)

• Ensure smooth office operations by managing supplies, mail, equipment, and facilities/IT requests; maintain common areas.

• Coordinate access, equipment, and onboarding needs for new hires and staff; assist with HR-related scheduling and reminders.



Executive and Meeting Support (20%)

• Provide comprehensive support to PRO executives, including meeting coordination, event planning, and communications.



Communication and Information Sharing (10%)

• Facilitate internal and external communications, attend key meetings, share updates, and support cross-functional and ad hoc projects.



Regulatory Submissions and Special Project Support (10%)

• Support regulatory submissions, audit, risk, and compliance activities; assist with special projects and future regulatory reporting as needed.

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**