Office Manager/Executive Assistant The Office Manager/Executive Assistant, reporting to the VP of Technical Operations, interacts with visitors, customers, clients, and employees at every level, every day. This position demands stellar organization skills, efficiency, and personability. This role will ensure operations run smoothly by doing everything from handling phone calls, sending emails, overseeing supplies, juggling schedules, and whatever else it takes to keep the company and its people productive.This role will support all VPs to conduct all sorts of tasks by providing operational, administrative, marketing and financial support where needed. This individual will support the CEO through various tasks, including, but not limited to, scheduling executive meetings and coordinating travel-related details associated with any meetings.
Duties & Responsibilities - Supports team in administrative tasks such as preparation of NDAs and consulting agreements, onboarding new hires, executing DocuSign requests, general company culture tasks (birthday emails, sympathy acknowledgements, swag distribution), producing reports, assigning tasks, handling vendor contracts.
- Demonstrates adaptability and flexibility around new tasks if/when company or office needs change.
- Manages incoming/outgoing email and postal mail; assists in other shipping needs
- Greets visitors/suppliers and filters solicitors
- Executes special projects as assigned by management.
- Supports Clinical Operations team in producing and ordering study materials
- Supports R&D and Manufacturing & Ops teams by creating and submitting purchase orders
- Manages and orders office/kitchen supplies and maintains an adequate stock at all times.
- Supports field team and study mission by sending randomization boxes to sites, maintaining approved credentialing status for various team members
- Supports team with submission of monthly financial (reimbursement) reports.
- Supports R&D and Finance team with monthly tally and submission of grant time cards
- Supports Finance team by uploading invoices to our billing system and monitoring credit cards for fraud
- Duties may require standing, walking, and/or sitting for extended portions of the workday; able to lift and carry 25 pounds.
- Other duties as assigned. Multitask and complete a wide variety of tasks.
Education - A minimum of a High School Diploma or GED is required.
- A Bachelor's degree is preferred in in Business Administration, Communications, or related field.
Experience/Requirements - 2-3 years of experience as an office clerk, administrative assistant, secretary or similar role.
- Excellent time management skills, ability to prioritize competing needs
- Hands on experience with standard office machines (e.g. copiers, fax machines, printers).
- Demonstrated ability to use expense/bookkeeping software (Expensify).
- Demonstrated reliability and discretion.
- Strong written and verbal communication skills
- Demonstrated organization skills, high self-motivation, excellent attention to detail.
- Strong interpersonal skills; ability to interact positively with all employees; friendly disposition
- Proficiency in MS Office Suite
Travel Requirements Ability to travel US travel ~1%.
Location This position is based in the Alleviant Medical office (Austin, Texas, USA), with the opportunity to work remotely (work from home) as appropriate.