Executive Secretary - Advanced Diabetes Supply

$2,500 Sign On Bonus!

About Our Company

Advanced Diabetes Supply® was founded on the bold principle of creating a knowledgeable, reliable and demonstrably superior diabetes supply company. Our approach, coupled with a commitment to service and innovation, has catapulted Advanced Diabetes Supply® to a national leader in the industry. Creating high-performance, adaptive teams requires a relentless commitment to hiring the best. We strive to maintain a casual, fun environment whenever possible, but we don't just play around. We work hard every day to provide a positive work culture and respectful atmosphere. The standards we set for ourselves are high, and we love to be challenged! If you enjoy working in a collaborative environment, have a passion for excellence and a bias for action, we may be just what you've been looking for.

Interested in learning more about our company and its culture? Visit us at

About The Position

Hours: 8:30 AM to 5:00 PM PT, Monday to Friday

Location: Carlsbad, CA

Position Summary

Provides high-level administrative support to the executive and leadership team. Manages and coordinates a wide variety of administrative functions including calendar management, coordinating and scheduling meetings, travel arrangements, and expense reporting. Acts as liaison to all internal and external stakeholders, supporting smooth and efficient operations within the executive office. Manages administrative projects and supports the coordination of company-wide events.

Essential Functions

• Work closely with the Senior Executive Assistant to ensure smooth organization and efficient executive support on a daily basis.
• Manage complex, fluid calendars and pro-actively anticipate executives' needs and priorities.
• Coordinate and schedule meetings with both internal and external stakeholders. prepare and obtain materials, coordinating activities in alignment with stated priorities.
• Organize and manage travel arrangements and itineraries (to include flight, hotel, and driver services) for business and professional social gatherings.
• Provide administrative support for executive expense reporting.
• Organize meetings, including meeting rooms, preparation of agendas, arrange lunches, and coordinate with participants.; Ensure all necessary materials and technology are prepared for meetings. Attend meetings as necessary, take notes and record minutes.
• Perform ad hoc tasks, projects, and requests from leadership team.
• Handle high-level confidential information with discretion.
• Attend department, team, and company meetings as required.
• Embrace and exemplify ADS core values:

o We put our people first.

o We serve our members with passion

o We take ownership

o We pursue excellence

o We never stop growing

Other Responsibilities

• May perform any additional responsibilities or special projects as needed.
• Duties and responsibilities may be subject to change based upon the needs of the department.

• 3 years prior experience working with C-Suite executives as an executive assistant, or in a similar administrative role
• Intermediate level proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• College level analytical and critical thinking skills with ability to recognize business needs and drive solutions to address them

Expected Competencies

• Demonstrated organizational and time management skills to prioritize multiple concurrent projects and meet deadlines within given constraints.
• Demonstrated solution-oriented problem -solving skills.
• Ability to anticipate challenges and willingness to speak up in urgent/critical situations.
• Effective written and verbal communication skills
• Understanding and appropriate judgement of when to work independently, when to take direction and when to collaborate as part of a team.
• Flexibility and adaptability to changing priorities.
• Confident, professional demeanor with the ability to calmly present solutions in challenging situations.
• Cultural competence

Physical Demands

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable employees with disabilities to perform the essential functions. While performing the responsibilities of the job, the employee is required to remain in a stationary position most of the time (stand or sit). While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to stand, walk and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Other Requirements

• Candidates must successfully pass a background check.
• Candidates must be able to provide proof of eligibility to work in the United States without sponsorship.

Compensation Package

Pay ranges may vary depending on location. The general pay range for this position is $30 - $35 per hour. Actual compensation depends on education, experience, and relevant skills. In addition, benefits include:

• Health, Dental & Vision options
• FSA and HSA plan with Employer Contribution
• Employer paid EAP
• 401k with 4% Company Match
• Discretionary Profit-Sharing Plan
• Paid Time Off (PTO) Including 7 Paid Holidays and a Birthday Holiday
• On-Site Gym
• In-house Training Programs
• A fun culture in a fast-growing organization!

Equal Opportunity Statement

Advanced Diabetes Supply® provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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