Executive Assistant / Customer Service Representative

Gamma Scientific, located in San Diego offers the world’s most comprehensive selection of precision light measurement instruments, backed by the industry’s most knowledgeable support team. We have an opening for the following position:

This position is for an Executive Assistant and Customer Service Representative and would report directly to the Vice President of Sales & Marketing as well as the Chief Executive Officer. This is a highly customer-oriented role where you build and maintain relationships with customers, clients, guests, contractors, and employees.

Gamma Scientific is a fast-paced, transparent working environment. The management team is dedicated to open communication and building good working relationships with all employees. We offer a number of challenging applications to utilize and enhance your skills. Full benefits include PTO, 401k, Medical, dental, vision insurance, and more.

Qualifications: 
  • At least 2-5 years working experience in a relevant field required
  • At least 2-5 years working experience reporting to Executive Management
  • PC skills in Windows environment including Excel, Word, Outlook, Powerpoint required
  • Strong written and verbal communication skills (phone, email, in-person)
  • Self-motivated and capable of working with minimum supervision
  • Ability to multi-task and prioritize
  • Ability to problem solve in a timely manner
  • Ability to have strong focus and incredible attention to detail
  • Bachelor’s degree in relevant field highly desired
  • Previous experience in a manufacturing field a plus
  • Previous experience with ISO 17025 a plus
  • Previous experience with Lean / Six Sigma protocols a plus
Essential Duties and Responsibilities: 

 

Customer Service Portion –

  • Communicate with customers daily via phone and email
  • Assist with placement of quotations and Return Merchandise Authorizations
  • Take payment information and other information such as addresses and phone numbers
  • Place, edit, or cancel orders
  • Draft necessary documents, letter or statements, as required by the customer
  • Maintain records of interactions with the customers in an orderly manner
  • Provide pricing and delivery information
  • Direct requests and unresolved issues to the designated resource
  • Create packing lists for outgoing shipments
  • Assist with Quality Control

 

Executive Assistant Portion –

  • Ensure building stays clean and organized
  • Purchase office supplies and equipment as needed
  • Call appropriate contractors to assist in any building needs (HVAC, Electrician, Pest Control, etc.)
  • File and retrieve documents and reference materials
  • Conduct research, collect and analyze data to prepare reports and documents
  • Record, transcribe and distribute minutes of meetings
  • Review operating practices and implement improvements where necessary
  • Greet visitors and determine whether they should be given access to specific individuals
  • Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software
  • Upload and sort new job postings and direct them to appropriate management
  • Automate and manage phone system
  • Manage alarm and door system
  • Help manage calendars for Executives
  • Assist with schedule and preparation of company meetings and Board meetings, including presentation preparation, meeting printouts, catering.
  • Manage the planning of annual company events.
  • Assist with travel arrangements as needed for visitors and guests
  • Order breakroom and office supplies as needed
  • Other duties as assigned.