Administrative Assistant - Urgent Need

Position : Administrative AssistantLocation : Louisville, CODuration : 3 MonthsTotal Hours/week : 40.001st ShiftClient: Medical Device CompanyLevel Of Experience: Entry LevelEmployment Type: Contract on W2 (Need US Citizens or GC Holders Only)Overview:Responsible for providing administrative support to the VP/GM and Platform Leader of the UCC-TTM business: organizing their workload, liaising and supporting other on-site leaders, and managing multiple tasks simultaneously. This person will also work closely with the administrative staff of other departments.Responsibilities:Greets visitors and guests in a friendly and courteous mannerHandles and coordinates matters related to Town Halls, Leadership meetings, and other employee and site events.Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.Organizes, coordinates, and attends staff meetings, and team wide meetings as requested.Schedules business travel and accommodations and reconciles and maintains expense reports for executive level staff.Works with security in maintaining facility access and coordinating emergency evacuation activitiesHas significant personal interaction with all levels of the organization; must be able to effectively communicate and appropriately represent the organization.Processes incoming and outgoing mail; monitors email communication for appointments and commitments.Processes incoming calls and determines level of importance and urgency and elevates appropriately.Updates phone directory for internal/external employeesCreates high quality PowerPoint presentations and Excel spreadsheets and maintains org charts.Reconciles and submits bills for payment via Buy Smart (or equivalent)Reconciles and maintains expense reporting for Meeting & PcardSupports HR administrative activities related to newly hired and departing employeesResponsible for New Hire Paperwork/I-9 Forms, vendor credentialing, and supporting other onboarding activitiesOther activities as needed and schedule permits to provide office administrative support to Marketing, Regulatory, R&D, Finance, and Quality EngineeringActs as a liaison between TTM functional managers and the VP/GM, and between other functional departments (i.e., Finance, Sales, etc.).Ensures smooth flow of daily schedule for the VP/GM while guaranteeing that each team member feels the VP/GM is accessible and values the team's ability to function as a collective unit.Manages the VP/GM's fast paced and complex calendar, prioritize and schedule a wide variety of teleconferences, video conferences, MS Teams, internal/external meetings, catering, and other events. Prepare corresponding agendas and taking notes as needed.Handle travel for VP/GM including scheduling travel arrangement, coordinating travel agendas, and briefing materials or presentations.Ensures that other functional group commitments are met, and deliverables are received on time.Other duties, as assignedQualifications:Must be able to read proficiently, write legibly, analyze/evaluate charts/graphs, follow simple diagrams, and follow manufacturing and inspection procedures.Must be able to maintain neat, legible, accurate, and complete documentation, records, and logs.Must be able to focus continuous attention to detailed processes and routine processes.Basic proficiency with PCs (Personal Computers) and basic use of a Windows environment is required. Basic proficiency with Microsoft Office (i.e., Outlook, Word, Excel).HS Diploma or equivalent requiredCollege Degree Preferred.Desired Experience:5+ years of experience as a Service Coordinator, Administrative Assistant, Office Assistant or Office ManagerExperience supporting multiple leaders in a multi-functional, fast-paced environment, preferably at a progressively responsible and/or corporate levelKnowledge and Skills:Self-starter with the desire and ability to take initiative; ability to learn quickly.Extreme confidentiality and discretion a must; position handles confidential information on a regular basisDemonstrated ability to work independently under time constraints, manage competing priorities and deadlines, and handle multiple tasks efficientlyStrong communication and interpersonal skills, given the significant contact with senior management and external contactsAbility to work in a large, fast-paced, matrixed organization with aped and accuracy.Demonstrated ability to use sound, independent judgment in absence of leader.Event planning skills and experienceAbility to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessaryExcel spread sheeting capability with knowledge of formulasAdvanced PowerPoint skills for creation/maintenance of org. charts and presentationsProficiency in Lotus Notes, Outlook, or similar email/calendaring toolStrong customer service focus, highly organized, responsible, and detail orientedAbility to prioritize and process high volume of work while maintaining the highest qualityMust be able to identify and resolve problems and requests in a proactive and timely mannerMust be able to gather and analyze information skilfullyAbility to work well in a team-oriented environmentAbility to exchange information clearly and conciselyHigh level of professionalism