Executive Assistant/Office Manager (Medical Device Company)

Overview:

Position Summary:

Additionally, this role provides high-level administrative support to the Vice President of R&D for Instrument Development, ensuring seamless operations and efficient execution of departmental priorities.

Responsibilities:

Responsibilities

• Provides administrative support to the Vice President of R&D for Instrument Development.
• Coordinates facility projects and reconfigurations impacting the department, including vendor management, overall design, and execution.
• Purchases capital equipment to include furnishings and lab furniture.
• Assigns office space to appropriate job level and structure within department. Sets and maintains a standard level of appearance for the department as a cohesive, appealing space.
• Organizes and manages training programs and initiatives with in-house and outside trainers, including selecting training dates, locations, caterers, travel arrangements, and setting up training records in SAP for attendees.
• Maintains relationships with outside vendors and consultants as required including coordinating billing details, setup and launch of new projects.
• As appropriate, organize internship programs with colleges and universities, including meeting set up, scope of project definition, and management of process, engaging resources, and following up.

• Manages and track the budget for off-site events, facility expenses, and consultants.
• Works with R&D Managers and HR to coordinate the on boarding process of new employees into department ensuring that new employees have a workspace, all required equipment, necessary training, and other related activities.
• Organizes and manages multiple offsite department-wide gatherings (200+ attendees) including site selection, coordination of caterer, Audio Visual equipment, team building events, tracking attendance, and acting as point person for entire event.
• Works with Project Managers and Functional Managers to setup project meetings and recognition events.
• Provides guidance of office procedure and corporate policies.
• Utilizes considerable judgment and initiative to determine appropriate actions to take in non-routine situations.
• Coordinates complex international travel plans and meetings for executives.
• Creates purchase orders to acquire lab equipment, office supplies, temporary help, and manage the invoice approval process.
• Develops communication and presentation materials based on management direction or individual initiative.
• Performs standard, advanced, and confidential administration duties requiring broad experience, skill, and knowledge of organization policies and practices.
• Supervises part time office assistant when office workload increases.
• Coordinates other company and corporate activities and projects as needed.

Budget Managed (if applicable):

• Off-site events, facility expenses, and consultants

Internal Networking/Key Relationships:

• Works with administrators and coordinators of other departments
• Works with facilities to coordinate projects
• Works with legal and finance teams

Skills & Capabilities:

• Strong communication skills and professional demeanor.
• Excellent level of business acumen and solid decision-making capabilities.
• Self-assurance and presence to interact with all levels both inside and outside the organization.
• Capable of professionally representing the company with vendors and outside consultants and colleges and universities.
• Excellent planning and organizational skills.
• Integrity and the ability to maintain the highest level of confidence.
• Advanced computer literacy in pc software including Microsoft Excel, Word and PowerPoint.
• Team player with willingness to jump in and assist where needed.

Qualifications:

Minimum Knowledge & Experience Required for the Position:

• At least 10 years of managing and coordinating department level activities, including supporting large functional groups.
• At least 10 years of executive-level administrative support experience.
• Experience managing projects of varying scope and size.
• Exhibited ability to initiate problem solving and engage resources as appropriate to accomplish goals.
• Experience managing capital budgets.

Travel Requirements: No