Administrative Sr Assistant

The Sr Admin Assistant is responsible for providing administrative support to key stakeholders, facility management, visitor planning and coordination, procurement/purchasing tasks, and support for site Health, Safety and Environment (HSE) Initiatives.

This is an onsite position.

Administrative & Executive Support

Provide comprehensive administrative support to key stakeholders, including calendar management, travel booking/logistics, and general site support

Support onboarding of new hires by coordinating site readiness and plans with relevant functions

Prepare and support internal visual communications (e.g., office newsletters) in collaboration with Communications and HR teams

Support line managers and leadership with facility-related projects and ad hoc site initiatives as required

Facilities, Workplace & Employee Experience

Act as the primary point of contact for customers and visitors, delivering a world-class reception and customer service experience

Manage office reception, supplies, and overall facility operations to ensure smooth day-to-day functioning

Coordinate office, facility, and HSE-related vendor relationships (cleaning, repairs, facilities, security, HSE, etc.), including serving as a liaison with the landlord and Property Manager

Track facility-related expenses and budgets

Coordinate internal and external events, corporate tours, and branding activities, including all facility and site-related arrangements

Manage facility documentation, remote archiving, inventory, and administrative trackers

Procurement, Purchasing & Logistics

Administer vendor and procurement processes, including vendor onboarding documentation, purchase order creation, invoice tracking, timely submission, and compliance with procurement policies

Coordinate purchasing activities for office, facility, and operational needs, supporting the procurement process from requisition through receipt of goods and services

Maintain procurement trackers, monitor order status and delivery timelines, and partner with internal stakeholders and suppliers to support timely fulfillment of business needs

Support inventory administration, shipping/logistics coordination, and related documentation to ensure efficient movement and tracking of materials and equipment

Health, Safety & Environment (HSE), Security & Business Continuity

Support the administration and coordination of facility-related HSE, security, and business continuity programs in partnership with HR, Compliance, EHS subject matter experts, and other relevant stakeholders

This is not an exhaustive list of duties or functions and might not necessarily comprise all the essential functions for purposes of the Americans with Disabilities Act.

Strong interpersonal, customer service, organizational and communication skills

Ability to multitask

Friendly and upbeat demeanor

Excellent computer skills with a high degree of proficiency in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.

Experience with billing and accounts receivable desirable

High School Diploma or equivalent and 4 years of relevant experience required.

Preferred:

Bachelor's Degree

Experience with Netsuite and Jira.

Experience in FDA-regulated and/or ISO 13485 environments, preferably within the medical device industry.

Working knowledge of purchasing controls under 21 CFR Part 820, including Purchasing Controls (820.50).

Experience working with suppliers.

Familiarity with ERP/MRP systems, documentation control, and supporting audit/compliance activities.

Certification in import/export compliance, customs regulations, or international trade.Hazardous materials shipping certification (DOT, IATA, or IMDG).

Up to 10%

$24.50 - $30.75 / hour USD

EOE