Career Opportunities

Office Administration Manager

Department

Old Saybrook, CT

Employment Type

Full Time

Position Summary

The Office Manager enables more efficient and productive work by providing administrative, multi-faceted support to the Old Saybrook site. Performs a wide variety of both routine and complex duties requiring a high degree of accuracy and independent judgment. Organizes and controls the flow of work to support a site comprised of approximately 35 employees.

Primary Responsibilities

The main responsibilities of the Office Manager role may include, but are not limited to the following:

• Provides administrative assistance to the Management Team while maintaining high levels of confidentiality.
• Aligns work priorities in accordance of direction provided by the Management Team.
• May be asked to review administrative correspondence, memorandums, PowerPoint presentations and/or communications on behalf of the Management Team.
• Maintain department files in a complete, accurate, and orderly fashion using confidential practices.
• Manages special projects from inception to completion in support of the clinical operations staff and others as needed; to include onsite and offsite meetings.
• Onboarding of new hires to include introduction to team, photo, business cards, internal distribution list and CV updates and uploading to company’s SharePoint site.
• Manage all office needs; including supplies, office support vendors and cafeteria stock.
• Reviews and handles appropriately all mail delivery and distribution and management of inbound/outbound FedEx deliveries.
• Management of the contracted cleaning staff to ensure work is performed as expected.
• Invoices, via scan, accounts payable submissions.
• Greets visitors and answers, screens, and directs inbound phone calls as necessary.

Training and Education

REQUIRED EDUCATION:

• High School Diploma.

REQUIRED SKILLS AND EXPERIENCE:

• Minimum of 8 years of administrative support in a professional office environment.
• Minimum of 3 years of administrative support to managers at director-level or above in a multi-functional organization.

Preferred Education, Skills and Experience:

• Bachelor’s Degree.
• Experience supporting executive-level teams.
• Pharmaceutical or medical device industry experience.
• Experience working in an R&D/Clinical department.

Competencies

• Ability to effectively communicate with various levels of the organization; excellent oral and written communication skills required.
• Self-motivated, with a sense of ownership for the position and department and an understanding of internal controls.
• Ability to work in fast-paced environment.
• Ability to comfortably and efficiently operate in a “start-up” environment, managing all aspects of the office operations.
• Strong interpersonal and organizational skills with strong attention to detail.
• Ability to manage and prioritize multiple tasks simultaneously in a business with changing priorities.
• Must be able to handle highly sensitive and confidential information (discretion is of utmost importance).

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