Executive Assistant - Operations; Onsite

Core Hours

Monday - Friday, 8am-5pm

The Executive Assistant provides confidential administrative and technical support to the SVP Operations and the Operations Leadership Team, serves as a liaison with internal and external contacts, and ensures efficient office operations.

• Responsible for all administrative functions supporting the SVP Operations.
• Efficiently organizes and manages the SVP Operations’ calendar, scheduling meetings and preparing conference rooms with necessary equipment, supplies, and catering when required.
• Records meeting minutes and ensures follow-up on action items.
• Anticipates, prioritizes, and addresses urgent needs for the SVP Operations.
• Provides calendar management and scheduling support to OLT members as needed.
• Coordinates and helps plan Operations team events, including Town Hall meetings and employee appreciation gatherings.
• Adapts quickly and smoothly to constant changes in a fast-paced work environment, maintaining flexibility and an adaptive attitude.
• Exercises independent judgment to prioritize tasks and delegates responsibilities appropriately.
• Maintains regular communication with the SVP Operations while exercising the utmost confidentiality and discretion in handling sensitive business and personal matters.
• Assists with scheduling interviews, making travel arrangements, and processing expense reimbursements for visiting candidates.
• Organizes travel plans and itineraries, and manages vacation tracking for the SVP Operations as needed.
• Supports the SVP Operations by preparing or updating reports, proposals, memos, forms, correspondence, and other necessary documents.
• Handles timesheet approvals, expense reports, and purchase requisitions for the SVP Operations and OLT, ensuring compliance with budget guidelines.
• Takes on additional related duties as they arise.

• Demonstrated proficiency in written and oral communication skills to be able to collaborate with a range of different personalities and meet organizational needs.
• Advanced knowledge of Microsoft Office Suite including Word, Excel, Teams and PowerPoint.
• In-depth understanding (or able to quickly acquire knowledge) of department policies, procedures and company processes.
• Self-starter, problem solver and critical thinker.
• Ability to multitask with a high level of attention to detail in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to use Web Ex and other Video Conference tools.

This position is expected to operate within the framework of Tolmar’s Core Values:

• Center on People: We commit to support the well-being of our patients. We are committed to treating our employees and those we serve as valued partners. By placing people at the heart of our actions, we actively engage, invigorate, acquire knowledge, and grow together.
• Are Proactive & Agile: We embody a culture of engagement and action. With a hands-on approach, we fearlessly adapt to change. We anticipate, respond swiftly and efficiently to ignite a spirit that propels us towards extraordinary outcomes.
• Act Ethically: We are committed to consistently conducting our business in an ethical, compliant, and socially aware manner, in line with our purpose of positively impacting lives. We actively cultivate diversity, equity, inclusion & sustainability in our workplace.
• Constantly Improve: We are committed to a collaborative & proactive effort to improve our products, systems, processes, and services by reducing waste, increasing efficiency & improving quality.
• Are Accountable: We think, act, and communicate with honesty, transparency, and clarity in alignment with our core values. We don't compromise our values for near term gain. We take accountability & ownership of our work, actions, successes, and setbacks. We strive to deliver our best as we shape the future.

• BA in Business or related discipline (or equivalent combination of education and work experience).
• Five or more years’ experience in an Administrative Assistant position with at least two years supporting an Executive.

• Professional reception and…