Executive Office Administrative Assistant

Overview

Werfen

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant.

Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials.

We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality.

We're passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care.

Job Summary

Reporting to the Vice President of Human Resources, the Executive Office Administrative Assistant provides high level administrative support to the COO and other department executives including VP of HR, VP of Finance and VP of General Counsel / Legal.

As need, this position also provides support to Werfen Corporate Executives including but not limited to the President and CEO of Werfen.

Responsibilities

Key Accountabilities

• Provides administrative support to COO, VPs of HR, Finance and Legal
• Provides administrative support to other Werfen Corporate Executives including but not limited to President, CEO and CFO
• Provides high level administrative assistance such as writing and editing emails, drafting memos, and preparing communications on executive's behalf.
• Maintains comprehensive and accurate corporate records, documents, and reports.
• Answers telephone and gives information to callers or routes call to appropriate official.
• Manages calendars including making appointments and prioritizing the most sensitive matters.
• Coordinates complex domestic and international travel arrangements.
• Submits expenses via Concur.
• Prepares outgoing mail and FedEx packages.
• Manages legal document requests from affiliates, records, tracks, notarizes, certifies Letters of Authorization, Powers of Attorney, Exclusivity Letters, etc.
• Notarizes documents as needed.
• Creates purchase orders and processes invoices through SAP.
• Assists and / or oversees assigned HR initiatives including but not limited to organizing company events, managing matching gifts, charitable donations, scholarship awards and similar activities.
• Assists with other special projects as needed.

Networking / Key relationships

• Works closely with other members of the HR, Legal and Finance Departments
• Works colsely with other department administrative assistants as needed

Qualifications

Minimum Knowledge & Experience required for the position :

• 10+ years related experience in a corporate environment.
• Accustomed to dealing with executive level staff, exercising discretion and confidentiality at all times.
• Ability to multitask, work independently and autonomously manage tasks of vary degrees of complexity.

Management has the discretion of substituting relevant work experience for a degree and / or making exceptions to the years of experience requirement.

Skills & Capabilities :

• Strong written and verbal communication skills
• Strong computer skills including high proficiency with Microsoft Office including Word, PowerPoint, and Microsoft Teams
• Strong project management skills with excellent attention to detail
• Strong administrative skills
• Approachability and ability to interact with all levels of employees.

Travel requirements :

Minimal to no travel required but may be required to occassionally attend and handle coordination of offsite company events

Werfen is an Equal Opportunity employer and is committed to a diverse workplace. Werfen strictly prohibits unlawful discrimination, harassment or retaliation based upon an individual's race, color, religion, gender, sexual orientation, gender identity / expression, national origin / ancestry, age, mental / physical disability, medical condition, marital status, veteran status, or any other protected characteristic as defined by applicable state or federal law.

If you have a disability and need an accommodation in relation to the online application process, please contact [email protected] for assistance.

We operate directly in over 30 countries, and in more than 100 territories through distributors. Annual revenue is approximately $2 billion and more than 5,000 employees around the world comprise our Werfen team.

www.werfen.com