Administrative Assistant
2 months ago
Gentell is one of the largest vertically integrated wound care companies in the world. Based in Yardley, PA and with offices, distribution centers and manufacturing plants around the world, our purpose is to make a positive difference in the quality of life for the injured, the chronically ill and those near the end of life.
Our success is a result of the talents, dedication and commitment of our people to drive our business forward. We provide career advancement opportunities through Gentell University, leadership development programs and executive mentoring. You would be joining a company committed to “make it better” every day, for our customers and for our employees.
We are looking to add an Administrative Assistant to our team. The Administrative Assistant provides high level executive support to the Executive Team. He/she is responsible for all duties and needs assigned by the Executive Team. The position maintains control of the executives' schedules and daily tasks, manages meetings and travel arrangements, and carries out other logistical and administrative functions. The Administrative Assistant’s goal is to provide efficient, tactical, and discreet support to enhance the productivity of the Executive Team.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Manage the executive calendar by scheduling all internal and external appointments. Actively engage with constituents on the executives’ behalf to secure appointments.
- Manage the logistics of meetings, including: ordering and setting up refreshments; collecting and communicating agenda items; preparing and distributing necessary briefing materials; attending meetings; documenting and distributing notes of discussions, agreements, and action needs; and monitoring status of action items.
- Prepare PowerPoint presentations, reports, and spreadsheets.
- Arrange and coordinate international and domestic travel for executives and VIPs as needed.
- Obtain and coordinate comprehensive and pertinent briefing materials for all trips.
- Track expenses and submit expense reports on behalf of executive team members.
- Handle/screen telephone calls and take messages.
- Review, organize, proofread, and respond to emails as directed.
- Maintain databases and filing systems (both paper and electronically) in an organized, retrievable, and confidential manner, using Microsoft 365 Suite.
- Respond to customers on basic questions regarding Gentell products and business operations via email.
- Complete paperwork, scan and send forms, and relay communications between executives and other departments, such as HR, Finance, Legal, etc.
- Utilize mapping software to delineate the locations of clinician territories, facilities, and potential customer chains.
- Organize company and executive lunches.
- Miscellaneous projects and duties as assigned.
DESIRED MINIMUM QUALIFICATIONS
- Five (5) years of administrative assistance.
- Two (2) years of travel management.
- Advanced knowledge of MS Suite, in particular SharePoint, Teams, Excel, and PowerPoint.
- Solid knowledge of expense management.
- Ability to maintain at all times a professional and courteous demeanor, conduct, and appearance with management, guests, vendors, and coworkers
- Ability to operate with agility and grace while juggling shifting priorities and multiple requests from various members of the executive team.
- Excellent interpersonal skills with the ability to manage high-level, high-pressure, sensitive, and/or confidential situations with acumen, tact, composure, and professionalism.
- Maturity of judgment to work with minimal supervision, solve problems with little guidance, and make decisions within scope of assigned authority.
- Superior problem-solving, planning, organizational, and analytical skills.
- Dependable and punctual.
- Thrives in a fast-paced environment.
- Self-motivated, with a highly developed sense of responsibility to resolve outstanding issues and drive tasks to completion.
- Excellent oral and written communication skills (including proofreading, spelling, and grammar) and teamwork principles to effectively communicate at all levels.
- Assimilation of a working knowledge of Gentell products and business operations within three months of hire.
- Excellent data entry skills.
- Ability to type 60 WPM.
DESIRED EDUCATION AND PROFESSIONAL CERTIFICATIONS
- Bachelor’s Degree (Required)
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