Office Assistant

Westminster, CO

Office Assistant (Westminster, CO)

Forward facing role providing administrative support to the operations, administrative and executive teams in Colorado. This highly interactive role handles a wide variety of clerical and administrative functions for the office.  This includes responsibility for confidential and time sensitive materials, as well as contributing to the success of the operations and efficient running of the Colorado office.

Specific Functions and Responsibilities:

  • Assists with guest reception and directs incoming phone calls
  • Coordinates company meetings including the Surgeon Advisory Board
  • Creates, organizes, and maintains Corporate programs, such as employee appreciation events, awards, and acknowledgements
  • Coordinates large corporate conferences in Denver office
  • Maintains and manages filing system for invoices and correspondence from vendors
  • Ensures computer backup tapes are rotated and managed daily
  • Checks and distributes mail daily
  • Circulates medical device articles/documents, as needed
  • Coordinates travel arrangements and related activities
  • Verifies accuracy and appropriateness of expense reports. Initiates expense report reimbursements
  • Maintains conference room scheduling and calendar management
  • Produces support materials for meetings
  • Coordinates with outside vendors to support the needs of the office, such as ordering office supplies, coffee and breakroom supplies, trash and cleaning supplies, etc.
  • Maintains Contracts and other official records in a confidential and organized manner
  • Performs miscellaneous project-based tasks, as requested
  • Other duties as assigned by supervisor

The above description outlines the most common job duties, however it does not exclude other potential work assignments.

Education or Formal Training Required:

Two years related work experience required, preferably in different administrative roles.  Experience working in a medical device/life sciences environment very helpful.  Associates degree preferred.

Qualifications Required: (knowledge, skills, abilities, initiative, judgment, etc.)

  • Outgoing, friendly personality and hospitality-oriented.
  • Maintains confidentiality in all matters.
  • High level of organization with excellent discretion and judgment.
  • Superior proofreading, excellent written and oral communications skills.
  • Excellent interpersonal skills and the ability to work well with others in any environment.
  • Maintain high level of business etiquette in receiving visitors or interaction with customers and vendors.
  • Ability to problem solve, work under moderate supervision while carrying out independent responsibilities.
  • High level of energy and willingness to adapt to changing requirements and priorities.
  • Strong knowledge of Microsoft Word, Outlook, PowerPoint, and Excel.
  • High level of organization with excellent discretion and judgment.
  • Eagerness to learn new skills
  • Self-motivated with ability to manage multiple priorities simultaneously.

Extent of Supervision:

Moderate supervision while carrying out independent duties. A wide degree of latitude and creativity is expected.  Relies on some experience and judgment to plan and accomplish goals.

Work Conditions / Physical Demands:

Able to do extensive computer work and sit for long periods of time while continually maintaining a cheerful phone presence. 

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