Position : Administrative Assistant

Location : Louisville, CO

Duration : 3 Months

Total Hours/week : 40.00

1st Shift

Client: Medical Device Company

Level Of Experience: Entry Level

Employment Type: Contract on W2 (Need US Citizens or GC Holders Only)

Overview:

• Responsible for providing administrative support to the VP/GM and Platform Leader of the UCC-TTM business: organizing their workload, liaising and supporting other on-site leaders, and managing multiple tasks simultaneously. This person will also work closely with the administrative staff of other departments.

Responsibilities:

• Greets visitors and guests in a friendly and courteous manner
• Handles and coordinates matters related to Town Halls, Leadership meetings, and other employee and site events.
• Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.
• Organizes, coordinates, and attends staff meetings, and team wide meetings as requested.
• Schedules business travel and accommodations and reconciles and maintains expense reports for executive level staff.
• Works with security in maintaining facility access and coordinating emergency evacuation activities
• Has significant personal interaction with all levels of the organization; must be able to effectively communicate and appropriately represent the organization.
• Processes incoming and outgoing mail; monitors email communication for appointments and commitments.
• Processes incoming calls and determines level of importance and urgency and elevates appropriately.
• Updates phone directory for internal/external employees
• Creates high quality PowerPoint presentations and Excel spreadsheets and maintains org charts.
• Reconciles and submits bills for payment via Buy Smart (or equivalent)
• Reconciles and maintains expense reporting for Meeting & Pcard
• Supports HR administrative activities related to newly hired and departing employees
• Responsible for New Hire Paperwork/I-9 Forms, vendor credentialing, and supporting other onboarding activities
• Other activities as needed and schedule permits to provide office administrative support to Marketing, Regulatory, R&D, Finance, and Quality Engineering

• Acts as a liaison between TTM functional managers and the VP/GM, and between other functional departments (i.e., Finance, Sales, etc.).
• Ensures smooth flow of daily schedule for the VP/GM while guaranteeing that each team member feels the VP/GM is accessible and values the team's ability to function as a collective unit.
• Manages the VP/GM’s fast paced and complex calendar, prioritize and schedule a wide variety of teleconferences, video conferences, MS Teams, internal/external meetings, catering, and other events. Prepare corresponding agendas and taking notes as needed.
• Handle travel for VP/GM including scheduling travel arrangement, coordinating travel agendas, and briefing materials or presentations.
• Ensures that other functional group commitments are met, and deliverables are received on time.
• Other duties, as assigned

Qualifications:

• Must be able to read proficiently, write legibly, analyze/evaluate charts/graphs, follow simple diagrams, and follow manufacturing and inspection procedures.
• Must be able to maintain neat, legible, accurate, and complete documentation, records, and logs.
• Must be able to focus continuous attention to detailed processes and routine processes.
• Basic proficiency with PCs (Personal Computers) and basic use of a Windows environment is required. Basic proficiency with Microsoft Office (i.e., Outlook, Word, Excel).
• HS Diploma or equivalent required
• College Degree Preferred.

Desired Experience:

• 5+ years of experience as a Service Coordinator, Administrative Assistant, Office Assistant or Office Manager
• Experience supporting multiple leaders in a multi-functional, fast-paced environment, preferably at a progressively responsible and/or corporate level

Knowledge and Skills:

• Self-starter with the desire and ability to take initiative; ability to learn quickly.
• Extreme confidentiality and discretion a must; position handles confidential information on a regular basis
• Demonstrated ability to work independently under time constraints, manage competing priorities and deadlines, and handle multiple tasks efficiently
• Strong communication and interpersonal skills, given the significant contact with senior management and external contacts
• Ability to work in a large, fast-paced, matrixed organization with aped and accuracy.
• Demonstrated ability to use sound, independent judgment in absence of leader.
• Event planning skills and experience
• Ability to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessary
• Excel spread sheeting capability with knowledge of formulas
• Advanced PowerPoint skills for creation/maintenance of org. charts and presentations
• Proficiency in Lotus Notes, Outlook, or similar email/calendaring tool
• Strong customer service focus, highly organized, responsible, and detail oriented
• Ability to prioritize and process high volume of work while maintaining the highest quality
• Must be able to identify and resolve problems and requests in a proactive and timely manner
• Must be able to gather and analyze information skilfully
• Ability to work well in a team-oriented environment
• Ability to exchange information clearly and concisely
• High level of professionalism