Project Administrator & Executive Assistant – COO

PURPOSE OF JOB:

The Project Administrator & Executive Assistant for the Chief Operations Officer will be responsible for providing project management and administrative support to the Chief Operations Officer and to their respective teams; Operations, Quality, IT and Facilities, as needed.

MAJOR DUTIES AND RESPONSIBILITIES:

• Provide coordination and oversight of projects.
• Provide complex, diverse and confidential administrative duties for COO.
• Handle sensitive Board-level information and assists with projects and information that is highly sensitive in nature.
• Manage assembly and reporting of organizational goals and objectives, review goals to ensure they are SMART (specific, measurable, achievable, relevant, time-based).
• Tracks department level projects, activities and results.
• Create and track organizational metrics, ensuring readiness to present to leadership team.
• Coordinate ad hoc projects, as assigned, including coordination of department activities.
• Collect and prepare information for use in discussions and meetings with Executive staff, outside individuals, and department teams.
• Meets with leadership member/s to obtain necessary information to create presentations that are meaningful, have a clear flow and story line.
• Independently and proactively anticipates needs of the executive, coordinates activities and ensures effective use of executive time and department resources.
• Capable of working with discretion and tact in an environment exposed to a high level of sensitive and confidential information. Keeps confidential information confidential, sharing only with approval and on an absolute need-to-know basis. Maintains executive confidence and protects organization and executive by demonstrating a high level of professionalism in dealing with confidential and sensitive issues.
• Acts with sense of urgency and understands need for responsiveness after hours and some weekends, as needed (e.g., during executive travel, periods of activity/sensitive business commitments, etc.).
• Arrange department and group meetings ensuring all necessary information and support is available.
• Initiate purchase orders, track payments and spending against budget.
• Support visits/assessments by third parties, suppliers, regulatory bodies and other visitors.
• Provide administrative support, including scheduling meetings and maintaining executive calendars, travel arrangements, arrangements and meals for department meetings, document storage and retrieval, correspondence, and other duties as requested.

EDUCATION / EXPERIENCE REQUIREMENTS:

• College degree or equivalent (3-5 years’ experience managing projects).
• At least 6+ years supporting a C-Suite position.
• Experience working in a fast-paced environment.
• Demonstrates expert knowledge of Microsoft applications including Outlook, Word, PowerPoint, Excel and Adobe Acrobat.

OTHER QUALIFICATIONS:

• Experience working in a medical device or biotech organization preferred.
• Knowledge with using database and project management software preferred.
• Must possess excellent written and verbal communication skills.
• Must be detail oriented with well-developed organizational and analytical skills.
• Must have outstanding interpersonal skills, work effectively on teams, and maintain composure in stressful situations and under tight deadlines.

PHYSICAL ACTIVITIES AND REQUIREMENTS, VISUAL ACUITY, AND WORKING CONDITIONS:

Physical Activity – Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers. Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling. Talking: Expressing or exchanging ideas by means of the spoken word.

Physical Requirements – Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Visual Acuity – The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

Working Conditions – The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

Intersect ENT is an equal opportunity employer that strives to interview, hire and promote a diverse workforce. All qualified applicants will receive consideration for employment without regard to their race, color, national origin, religion, age, sex, disabilities, veteran status, or sexual orientation. We believe in the importance of hiring the finest qualified people, and to that end, and being mindful of our responsibilities to our employees and customers, all offers of employment are contingent upon the results of a confidential pre-employment background check.