Administrative Assistant

Our client, a medical equipment manufacturer, is seeking an experienced Administrative Assistant.  This is a temp to perm opportunity.

Responsibilities:

• Provide administrative support for the leadership team including calendar management, scheduling internal and external meetings, scheduling and coordinating the Board Meetings, manage travel planning and expense reimbursement
• Co-manage Corporate Calendar
• Maintain a positive working relationship with building management and facility vendors
• Manage facility tasks such as purchasing office furniture and equipment, maintenance and repairs, security system and infrastructure issues
• Monitor and follow up on facilities issues, maintain inventory of all office & kitchen supplies & replenish as needed
• Coordinate office moves when necessary
• Act as the primary administrator in the travel management system.
• Manage additional general inboxes in coordination with the administrative assistant.
• Provide back up support for purchase order process, ensure proper and timely approval of all purchase requests, enter PO’s in QuickBooks, place orders with vendors
• Back up to the main phone line, greet and assist visitors
• Receive and distribute mail; ship express packages as needed
• Provide support to generate contracts such as CDA, Consulting Agreements and Master Services Agreements, maintain the contracts database, track and manage renewals
• Assist other departments teams with projects as required.
• Additional duties as requested

Requirements:

• Minimum of 5 years of administrative experience
• Proficiency with Microsoft Office products required
• Prior experience in start up environment - a plus
• Polished interpersonal skills
• Ability to work independently, effectively manage time and tasks
• Excellent communication and organizational skills with attention to detail
• Positive attitude and professional disposition; ability to maintain certain employee information in confidence
• Strong organizational and planning skills in a fast-paced environment
• Proven experience as an administrative assistant
• Knowledge of office administrator responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Knowledge of office administrator responsibilities, systems and procedures
• Proficiency with on-line meeting tools (e.g. WebEx,, Zoom, Teams)
• Excellent time management skills and ability to multi-task and prioritize work

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