Administrative Assistant

Role summary

Align is the industry leader and innovator in medical devices which focuses on revolutionizing the dental and orthodontic industry. We are looking for an Administrative Office Manager to join our team. This is an individual contributor role designed to ensure the effective day-to-day administration, coordination, customer facing activities support and operational support of office and family-related administrative services.

In this role, you will act as a key operational partner for employees, leaders, and cross-functional teams, ensuring that office operations, administrative processes, customer facing activities and family-related support activities run smoothly, efficiently, and in compliance with internal policies and local requirements.

You will work closely with Business leaders, Facilities, Finance, IT, Human Resources and external service providers, contributing to a positive employee experience while maintaining high standards of organization, service quality, and confidentiality.

* Manage day-to-day office administration activities, ensuring smooth operation of facilities-related and administrative services.

* Coordinate and administer family-related support processes (e.g., benefits administration support, employee services coordination, documentation, and follow-up) in alignment with company policies and local regulations.

* Serve as a primary point of contact for employees regarding office administration and family administration inquiries, escalating issues as appropriate.

* Coordinate with Facilities, HR, Finance, and external vendors to ensure timely delivery of services and resolution of operational issues.

* Work with suppliers to ensure the adequate quality of service as needed by the business as well as to support supplier improvement plans follow up aligned to business needs (e.g supplies, catering, travel agencies, transportation, entertainment, and others).

* Maintain accurate records, documentation, and reports, ensuring data integrity and confidentiality.

* Ensure the capture and follow up of tasks and initiatives assigned to organizational leaders as well as to handle reminders and proactive support to ensure deliverables are on track.

* Support onboarding and offboarding processes from an administrative and logistical perspective.

* Assist with budget tracking, invoice processing, and purchase requests related to office and administrative services.

* Support internal and external events, meetings, and employee activities from a logistical and coordination standpoint.

* Support customer facing activities whether local or external and assist on the coordination and planning of field visit trips, agenda planning and communications related to these events.

* Identify opportunities to improve administrative processes and contribute to continuous improvement initiatives.

* Ensure compliance with internal policies, procedures, and applicable local regulations in all administrative activities.