Position Summary:

ultrafocused – Work together to fearlessly uncover new possibilities

The Office Administrator will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. You will be responsible for developing intra-office communication protocols, streamlining administrative procedures and inventory and vendor control.

The Office Administrator also will provide high quality administrative and clerical assistance to senior management. This will include meetings, making travel arrangements, expenses report and organizing daily calendars.

To be successful in this role, - the candidate should be an energetic professional who does not mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. The candidate will be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Work Model:

Flex: This role will typically require onsite work 3 days each week depending on business needs. In many locations, the business will set certain days each week that Flex employees are required to be onsite.

Responsibilities:

Office Management (40%)

• Organize office operations and procedures
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
• Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Manage relations with corporate facilities department
• Partner with HR, Legal and Finance to develop and implement office policies by setting up procedures and standards to guide the operation of the office
• Partner with HR and IT for administrative processes for new hirings
• Design and implement filing systems and ensure filing systems are maintained and current
• Coordinate with IT department on all office equipment & systems
• Ensure security, integrity and confidentiality of data
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Maintain a safe and secure working environment
• Provide general support to visitors
• Support and manage legal agreement/contract management system and generate POs

Executive administrative to senior management (40%)

• Manage Senior Management’s schedules, calendars and appointments and expenses reports
• Coordinate meetings with internal and external participants, addressing all necessary details for efficient and successful outcomes
• Make all travel arrangements domestic and international – proactively troubleshoot and address travel conflicts when needed (including after office business hours)

Events support (20%)

• Participate actively in the planning and execution of company events
• Support the team in researching and securing venues, planning and managing our events' calendar, negotiating quotes and agreements with vendors, assisting with event organization, monitoring timeframes and budgets, networking, and delivering on event brief objectives.

Requirements:

• Bachelor’s degree
• Fluent in English, native Spanish
• Proven office management and executive assistant experience
• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills in Spanish and English
• Strong organizational and planning skills
• Proficient in MS Office: World, Outlook, Excel, PowerPoint; Oracle/SAP and knowledge of office / finance software packages
• Ability to multitask and prioritize daily workload
• Ability to work independently, anticipate next steps, and exercise discretion and confidentiality
• Experience in coordinating and booking domestic and international travel and working with travel agencies
• Experience in coordinating internal and external meetings and events
• Effectively communicates with respect and professionalism
• Ability to work closely and collaboratively with other members of the department and interact with various internal and external stakeholders
• Recognized by former peers, colleagues, managers and direct reports for attributes like: Drive, Excellence, Resilience, Teamwork, Innovation and Compassion
• Experience in a Pharmaceutical or bio-tech company preferred
• 5 years of successful experience as a Sr. Administrative Assistant or Legal Assistant or Finance Assistant or Events Coordinator, providing support to Managers and Directors

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