Administrator, Travel and Meetings

Applied Medical is a new generation medical device company with a proven business model and commitment to innovation fueled by rapid business growth and expansion. Our company has been developing and manufacturing advanced surgical technologies for over 35 years and has earned a strong reputation for excellence in the healthcare field. Our unique business model, combined with our dedication to delivering the highest quality products, enables team members to contribute in a larger capacity than is possible in typical positions.

Position Description

Position Overview: This role provides comprehensive administrative support to the Travel and Meeting Manager, encompassing the intricate tasks involved in orchestrating corporate travel arrangements and overseeing the seamless execution of both on-site and off-site meetings and events. From coordinating travel itineraries to managing logistical details, this position plays a pivotal role in ensuring the smooth operation of travel plans, contributing to the overall efficiency and effectiveness of corporate engagements.

Key Responsibilities:

• Provide exceptional customer service to both internal and external customers.
• Reconciling monthly corporate credit card accounts and ensuring all documentation is submitted by the applicable due dates.
• Process vendor invoices.
• Maintain monthly budget tracker.
• Maintain credit card payment tracker.
• Manage department-shared email inbox.
• Monitor and support in the tracking and processing of vendor contracts.
• Think outside the box to problem solve or suggest new processes to improve efficiencies.
• Interact with multiple departments to accomplish objectives and meet timelines.
• Manage multiple projects simultaneously while remaining organized, efficient and flexible.
• Support the department with booking travel for training classes, interview candidates, surgeon site visits, home office team member travel.
• Support the department as needed with Clinical Education Course logistics and meeting planning.

Performance Objectives:

Within your first 30 days:

• Complete all Applied Learning foundational courses and workshops.
• Observe in team meetings and trainings.
• Have a good understanding of the department.
• Familiarize with desk procedures and templates.
• Get familiar with Concur, the online booking tool.

Within 60 days:

• Have a general understanding of the field team structure and their roles.
• Begin participating in team meetings.
• Take a more active role in processing reconciliations and invoices.
• Take on the responsibility of booking all facets of travel, air, car and hotel.

Within 90 days to one year:

• Start exploring opportunities to enhance and improve processes.
• Undergo training as the back up for Clinical Education Courses.
• Receive training to provide support for both onsite and offsite meeting planning.

Position Requirements

• Bachelor's degree, preferably in Business Administration, Travel or Hospitality Management.
• Well versed in Microsoft Outlook, Excel, Word and PowerPoint.
• Knowledge of Event Planning, and Travel and Hospitality Industry.
• Highly motivated self-starter and ability to work independently as well as within the framework of a team.
• Strong leadership and people skills.
• Excellent written, verbal and phone communication skills; communication with all levels of management.
• Understand the concept of General Ledger Numbers and Cost Centers.
• Strong organizational skills and keen attention to detail with ability to provide specific examples.
• Ability to identify and assess problem situations, formulate solutions, and follow through to successful resolution.

Preferred

• Experience with online booking tools such as Concur.
• Willingness to travel on occasion.
• One to two years experience in meeting planning.
• One to two years experience arranging corporate travel.

Benefits

• Competitive compensation range: $24 - $30 / hour (California).
• Comprehensive benefits package.
• Training and mentorship opportunities.
• On-campus wellness activities.
• Education reimbursement program.
• 401(k) program with discretionary employer match.
• Generous vacation accrual and paid holiday schedule.

Please note that the compensation range may be adjusted in the future, and bonus and incentive compensation plans may apply.

Our total reward package reflects our commitment to employee growth and well-being, as we invest in your development and offer a range of benefits designed to enhance your career and life.

All compensation and benefits are subject to plan documents and written agreements.

Equal Opportunity Employer

Applied Medical is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (including pregnancy, childbirth, breastfeeding and related medical conditions), or sexual orientation, or any other status protected by federal, state or local laws in the locations where Applied Medical operates.