Administrative Assistant

At Medartis, we combine innovative solutions with skilled professionals to be the provider of choice in orthopaedics. Founded in 1997 and headquartered in Basel, Switzerland, the Medartis Group is one of the world's leading manufacturers and providers of medical devices for the surgical fixation of bone fractures in the upper and lower extremities, as well as the craniomaxillofacial region. The company employs around 1,400 people across its 13 locations and sells its products in over 50 countries worldwide.

The Administrative Assistant position provides comprehensive administrative and executive-level support to leadership while ensuring efficient and professional daily office operations. The role serves as a central point of coordination for scheduling, travel, meetings, facilities, correspondence, reporting, and office systems, while also supporting key HR-related administrative functions. The position requires a high level of organization, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

• Provide administrative and executive support to leadership, including calendar coordination, meeting preparation, and follow-up. Prepare meeting agendas, materials, and presentations as requested.
• Attend meetings and serve as the primary note-taker, capturing accurate and detailed meeting minutes, action items, and follow-up items.
• Distribute meeting notes and track follow-up items as needed.
• Manage confidential and sensitive information with professionalism and discretion.
• Coordinate domestic and international travel arrangements for employees as requested.
• Prepare and submit expense reports with a high level of attention to detail and timeliness.
• Serve as backup support for payroll processing, as needed.
• Maintain all HR records and personnel files in compliance with company policies and legal requirements.
• Coordinate onsite and offsite lunches, dinners, and internal meetings or events.
• Reserve offices and conference rooms for internal meetings, interviews, and visiting guests, ensuring space availability and readiness.
• Ensure a professional and welcoming front desk and office environment.
• Manage office supply inventory, proactively monitoring usage and ensuring appropriate stock levels at all times.
• Coordinate with vendors as needed related to office supplies and services.
• Support employee engagement initiatives and company events as assigned.
• Provide general administrative support to leadership and the HR team as needed.

• High school diploma, GED, or equivalent.
• Two to three years’ experience in an office setting preferred.
• Ability to work independently to execute assigned responsibilities with little supervision.
• High level of accountability to complete tasks and projects accurately and on time.
• Proficient in the use of Microsoft Office (Teams, Outlook, Word, Excel, and PowerPoint).
• Excellent verbal and written communication.
• Must possess strong decision making and problem-solving skills.

• Seniority Level: Entry level
• Employment Type:
  
  Full-time
• Job Function:
  Administrative
• Industry: Medical Device