Welcome page Returning Candidate? Log back in! Executive Assistant/Office Manager (Medical Device Company) Job Locations US-MA-Bedford Job ID 2024-8189 Type Regular Full-Time Shift 1st Category Administration Overview

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 

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.

Administrative Management 

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 departmentsWorks with facilities to coordinate projectsWorks 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

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