Administrative Assistant

Overview

Position:
Administrative Assistant

Location:

Louisville, CO
Duration: 3 Months
Total Hours/Week: 40

Shift: 1st
Client:
Medical Device Company
Level Of

Experience:

Entry Level

Employment Type:

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

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.

• 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
• Manages administrative matters for meetings (booking rooms, arranging catering, gathering supplies, ensuring appropriate equipment)
• Organizes, coordinates, and attends staff meetings and team-wide meetings as requested
• Schedules business travel, accommodations, and reconciles/maintains expense reports for executive-level staff
• Works with security to maintain facility access and coordinate emergency evacuation activities
• Communicates effectively with all levels of the organization and represents the organization appropriately
• Processes incoming/outgoing mail; monitors email for appointments and commitments
• Handles incoming calls, determines urgency, and escalates as needed
• Updates phone directory for internal/external employees
• Creates high-quality PowerPoint presentations and Excel spreadsheets; maintains organizational charts
• Reconciles and submits bills for payment via Buy Smart (or equivalent)
• Supports HR administrative activities related to new hires and departing employees
• Responsible for New Hire Paperwork/I-9 Forms, vendor credentialing, and onboarding activities
• Provides office administrative support to Marketing, Regulatory, R&D, Finance, and Quality Engineering as schedule permits
• Acts as a liaison between TTM functional managers, the VP/GM, and other functional departments (e.g., Finance, Sales)
• Ensures smooth daily scheduling for the VP/GM and maintains a sense of accessibility and teamwork
• Manages the VP/GM’s calendar, prioritizes and schedules teleconferences, video conferences, MS Teams, meetings, catering, and events; prepares agendas and notes
• Handles travel arrangements for the VP/GM and briefs materials or presentations
• Ensures functional commitments are met and deliverables are on time
• Other duties as assigned

• Must be able to read proficiently, write legibly, analyze charts/graphs, and follow manufacturing and inspection procedures
• Maintain neat, legible, accurate documentation, records, and logs
• Ability to focus on detailed and routine processes
• Basic proficiency with PCs and Windows; basic Microsoft Office (Outlook, Word, Excel)
• HS Diploma or equivalent required
• College Degree Preferred

• 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 corporate level

• Self-starter with initiative; ability to learn quickly
• Extreme confidentiality and discretion; handles confidential information regularly
• Ability to work independently under time constraints and manage multiple priorities
• Strong communication and interpersonal skills for contact with senior management and external contacts
• Ability to work in a large, fast-paced, matrixed organization with accuracy
• Sound independent judgment in the absence of leadership
• Event planning skills and experience
• Ability to prioritize and complete multiple tasks, including extra hours when necessary
• Excel skills with formulas; advanced PowerPoint for org charts and presentations
• Proficiency in Outlook or similar email/calendaring tools
• Strong customer service focus; highly organized, responsible, and detail-oriented
• Ability to identify and resolve problems proactively; gather and analyze information
• Team-oriented, able to exchange information clearly and concisely
• High level of professionalism

• Entry level

• Contract on W2

• Administrative

• Medical Device

Note:

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