The Administrative Assistant will support organizational effectiveness through administrative support of Executive level leaders. This multi-faceted position interfaces with internal team members at all levels and across all functions of the organization, external business individuals and entities.

Primary Duties & Responsibilities:

Administrative Support of VP, General Counsel and Legal Team (50%)

• Proactive calendar management for executive leader, including scheduling meetings for the executive leader or on behalf of the department, which requires the ability to work across multiple time zones, securing meeting rooms or providing link for virtual meetings, ensuring all technology is working appropriately, and alleviating scheduling conflicts that arise
• Contribute to team management of shared department mailbox, including managing communications on expiring contracts with internal business partners, responding to emails as appropriate or in accordance with the team’s processes
• Manage contracts using the Luminance platform, serving as a liaison to field and triage contract-related inquiries; upload contracts with complete descriptions and data; facilitate platform access for internal partners; and oversee electronic records retention.
• Provide review/editing of documents as directed by the legal team
• Creation of purchase orders and processing of invoices for the Legal department
• Upkeep of department intranet page, including updates to reference materials and shared information
• Maintenance of annual Secretary of State filings for ACIST Medical Systems, Inc. and BAMT
• DocuSign administration for legal documents
• Team meeting support including scheduling, pre-meeting prep, note taking, catering ordering, and clean up
• Corporate Secretary administrative support for board meetings
• Travel arrangement and expense administration for Executive leader and Senior Counsel
• Other tasks as assigned

Functional Support of Executive Leaders (50%)

High-level support to VP, Quality and VP, Operations

• Calendar management and scheduling requests as needed
• Assistance with departmental meetings and off-site events including evaluating and recommending venues, securing reservations, and catering coordination
• Oversight and organization of department MS Teams sites, distribution lists, and intranet resources
• Facilitate compilation of monthly reports and completion of electronic submission
• Assist with the creation of PowerPoint decks, as well as editorial review of others’ presentations
• Travel arrangement and logistics, including flight, hotel, conference registration, and ground transportation
• Expense administration for VPs

Minimum:

• Minimum of 3 years of experience providing administrative assistant support to Director/VP-level
• Proficiency with Microsoft 365 programs including Outlook, Teams, Word, Excel, and PowerPoint
• Ability to efficiently prioritize tasks, utilize critical thinking skills, and complete projects with a sense of urgency
• Demonstrate self-confidence and tact in interactions with team members at all levels of the organization
• Ability to work collaboratively, fostering positive relationships with internal business partners as well as a variety of third-party vendors
• Strong written and verbal communication skills to effectively translate ideas, concepts, and information to completed work product
• A self-motivated individual who has a strong attention for detail with the ability to work independently on tasks with minimal supervision
• Strong desire to learn and work within a team environment
• Ability to manage confidential information with the highest level of integrity and discretion

Other:

• Willingness to start and stop tasks throughout the day while maintaining productivity
• Work is detail oriented, often with multiple priorities; the environment is deadline sensitive and may be exposed to high-pressure situations
• Proficiency with DocuSign, DiliTrust, Luminance, Concur, and SharePoint beneficial
• Notary Public, or ability to obtain once hired, desired

Compensation & Total Rewards: 

Estimated Starting Hourly Rate: $26.00 – $30.00

*Estimated Starting Salary Range is reflective of the range Bracco Medical Technologies reasonably expects to pay for the position. The range provided is based on salary and market data specific to the position.

Total Rewards:

• Paid Time Off, Company Holidays & Paid Family Leave – We provide PTO and Company Holidays to help you recharge, relax and do what’s important to you, when it’s important to you. Our 100% paid family leave options for parents, grandparents and eligible family members provide support for growing families as well.
• Achieve – Beyond competitive compensation, we offer options to help you plan for a financially secure future, including an annual incentive plan and 401k savings plan contributions.
• Live well – We offer comprehensive benefit options to help protect you along the way, including medical, dental, vision, and life insurance, employer HSA contributions, employee assistance program, short-term disability, etc.
• Evolve – Through structured on-the-job learning, workshops, seminars, and our tuition reimbursement program, you’ll find many opportunities to grow, personally and professionally.
• Choose – You won’t find “stuffy” here—whether your position requires a hybrid or in-the-office working arrangement. That means business casual for your attire and flexibility in your schedule, wherever possible.

Bracco Medical Technologies is an Affirmative Action/Equal Opportunity Employer. Bracco Medical Technologies desires priority referrals of protected veterans for all openings.