Administrative Assistant - Urgent Need

Position Overview

The Administrative Assistant role is located in Louisville, CO on the 1st Shift for a duration of 3 Months at 40 hours/week. You will provide administrative support to the VP/GM and Platform Leader of the UCC-TTM business at a leading Medical Device Company, supporting leadership, coordinating meetings and events, and managing multiple tasks simultaneously. This is an entry level position on a Contract on W2 (Need US Citizens or GC Holders Only).

Key Responsibilities

• Greet visitors and guests in a friendly and courteous manner.
• Coordinate matters related to Town Halls, Leadership meetings, and other employee and site events.
• Manage all administrative tasks for meetings including booking rooms, arranging catering, and preparing necessary supplies.
• Organize, coordinate, and attend staff and team-wide meetings as requested.
• Schedule business travel and accommodations and reconcile expense reports for executive staff.
• Work with security to maintain facility access and coordinate emergency evacuation activities.
• Handle incoming/outgoing mail, emails, and calls, prioritizing and escalating as needed.
• Create high quality PowerPoint presentations, Excel spreadsheets, and maintain organizational charts.
• Process billing and expense reports via Buy Smart (or equivalent) and for Meeting & Pcard.
• Support HR administrative activities including new hire paperwork, vendor credentialing, and onboarding processes.
• Act as a liaison between TTM functional managers and senior leadership as well as across functional departments.
• Manage the VP/GM's complex calendar, including scheduling teleconferences, video conferences, and meetings while preparing agendas and taking notes where required.
• Arrange travel for the VP/GM, coordinating logistics and preparing briefing materials or presentations.
• Ensure that all functional commitments are met and deliverables received on time.
• Perform additional duties as assigned to support various departments including Marketing, Regulatory, R&D, Finance, and Quality Engineering.

Required Qualifications

• Must be able to read proficiently, write legibly, analyze/evaluate charts/graphs, and follow manufacturing and inspection procedures.
• Maintain neat, legible, accurate, and complete documentation, records, and logs.
• Focus continuous attention on detailed and routine processes.
• Basic proficiency with PCs and Microsoft Office (Outlook, Word, Excel); familiarity with a Windows environment.
• HS Diploma or equivalent required.
• Self-starter with the ability to take initiative and learn quickly.
• Maintain extreme confidentiality and discretion when handling sensitive information.
• Proven ability to work independently under time constraints, manage competing priorities, and handle multiple tasks efficiently.
• Strong communication and interpersonal skills with senior management and external contacts.
• Ability to work in a large, fast-paced, matrixed organization with attention to detail and accuracy.
• Demonstrated sound, independent judgment in the absence of leadership.
• Event planning skills and experience.
• Capable of effectively prioritizing tasks to meet unexpected deadlines, including working additional hours if necessary.
• Proficiency in Excel (with knowledge of formulas) and advanced PowerPoint skills for creating/maintaining presentations and organizational charts.
• Experience with Lotus Notes, Outlook, or similar email/calendaring tools.
• Strong customer service focus with high levels of organization, responsibility, and attention to detail.
• Ability to prioritize and process a high volume of work while maintaining quality standards.
• Skilled at identifying and resolving problems in a proactive and timely manner.
• Capable of gathering and analyzing information effectively.
• Ability to work collaboratively in a team-oriented environment and communicate information clearly and concisely.
• Maintain a high level of professionalism.

Preferred Qualifications

• 5+ years of experience as a Service Coordinator, Administrative Assistant, Office Assistant, or Office Manager.
• Experience supporting multiple leaders in a multi-functional, fast-paced environment, preferably at a progressively responsible and/or corporate level.