What are the responsibilities and job description for the Executive Assistant/Office Manager (Medical Device Company) position at Werfen North America?
Position Summary
Under general direction, this role is responsible for planning, organizing, and managing a variety of programs within a large department. The position requires strong judgment and extensive experience to effectively coordinate initiatives and achieve department objectives. 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
Key Accountabilities Project Management
Minimum Knowledge & Experience Required for the Position:
Under general direction, this role is responsible for planning, organizing, and managing a variety of programs within a large department. The position requires strong judgment and extensive experience to effectively coordinate initiatives and achieve department objectives. 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
Key Accountabilities Project Management
- 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.
- Off-site events, facility expenses, and consultants
- Works with administrators and coordinators of other departments
- Works with facilities to coordinate projects
- Works with legal and finance teams
- 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.
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.
