Executive Assistant & Office Manager - Urgent Need

Position : Executive Assistant & Office Manager Location : Louisville, Colorado Duration : 6 Months Total Hours/week : 40.00 1st Shift Client : Medical Devices Company Job Category : Administrative/Clerical Employment Type : Contract on W2 (Need US Citizens or GC Holders or GC EAD or OPT or EAD or CPT PR:$35/hr

Temp to perm possibility On site in

Job Description -

• The Executive Assistant & Office Manager provides comprehensive executive, administrative, and site operations support for senior leadership and the Louisville office.
• The role serves as a central point of coordination for leadership calendars, travel, meetings, visitors, communications, purchasing, invoices, onboarding, facilities, and employee events.
• The position works independently across functions, handles sensitive information with discretion, anticipates needs, and creates the structure required for leaders and associates to operate effectively.

Primary Responsibilities

• Provide high-quality executive support to the VP/GM and other designated leaders, including complex calendar management, meeting prioritization, travel planning, agendas, briefing materials, presentations, and meeting notes or action tracking as requested.
• Coordinate Town Halls, leadership meetings, site events, training sessions, visitor agendas, and employee activities, including facilities, rooms, catering, supplies, communications, and day-of execution.
• Serve as a professional first point of contact for visitors, guests, incoming calls, correspondence, and site requests; assess urgency and route or escalate matters appropriately.
• Manage office operations in partnership with the leasing office, facilities provider, security, EHS, and other service partners; coordinate maintenance requests, scheduled services, workplace communications, access needs, and emergency-preparedness activities.
• Oversee office readiness, including common-area organization, routine stocking, supply ordering, mail handling, directories, badges, and other day-to-day administrative needs.
• Create and distribute organizational announcements, site communications, newsletters, presentations, spreadsheets, organizational charts, and other leader-ready materials.
• Process and monitor purchase orders, procurement requests, vendor additions or revisions, invoices, and payment resolution using JDE, BuySmart, ServiceNow, HR One, or equivalent systems.
• Reconcile and maintain meeting, travel, purchasing-card, and leader expense reports using Concur or equivalent systems; coordinate HCP travel and associated invoice submission when assigned.
• Support new-hire and offboarding activities, including required paperwork, I-9 coordination, access, workspace readiness, orientation logistics, and local communications.
• Coordinate travel for leaders, HCPs, and Louisville associates as assigned, including transportation, accommodations, itineraries, agendas, and supporting materials.
• Maintain local intranet or Maxwell content, administrative records, selected status trackers, and document repositories; support document preparation and organization for business or regulatory submissions as requested.
• Partner across Marketing, Regulatory Affairs, R&D, Finance, Quality, Sales, HR, and other functions to provide site-level administrative support based on priority and capacity.
• Participate in site culture, safety, associate-resource-group, mentoring, learning, and steering-committee activities where assigned; support communications, planning, facilitation, and follow-through.
• Perform other related responsibilities as business needs evolve.

Scope and Decision-Making

• Prioritizes competing requests from senior leaders and multiple functions with limited day-to-day supervision.
• Exercises judgment in handling confidential information, visitor and employee matters, executive scheduling, purchases, vendor coordination, and issue escalation.
• Coordinates work across internal stakeholders and external service providers without direct supervisory authority.
• Recommends and implements practical improvements to administrative and office processes, templates, communications, and workflows.

Education And Experience

• Associate degree or equivalent combination of education and relevant experience required; bachelor degree in business administration, communications, hospitality, or a related field preferred.
• Five or more years of progressively responsible administrative, executive-support, office-management, or site-coordination experience preferred.
• Demonstrated experience supporting senior leaders and managing complex calendars, travel, meetings, events, purchasing, invoices, and confidential information.
• Experience in a regulated, medical-device, healthcare, manufacturing, or global matrix organization preferred.

Knowledge, Skills, And Abilities

• Exceptional organization, prioritization, follow-through, attention to detail, and customer-service orientation.
• Professional written and verbal communication skills with the ability to interact effectively with all levels of the organization and external visitors.
• Advanced proficiency with Outlook, Teams, Word, PowerPoint, and Excel; ability to learn and navigate enterprise systems quickly.
• Working knowledge of procurement, purchase-order, invoice, expense, travel, onboarding, and records-management processes.
• Ability to manage multiple time-sensitive priorities, anticipate needs, solve routine problems independently, and escalate appropriately.
• High degree of discretion, integrity, sound judgment, adaptability, and composure in a fast-paced environment.
• Ability to plan and execute meetings and events from concept through completion, including logistics, communications, and stakeholder coordination.

Physical Demands and Work Environment

• The role is primarily performed in a professional office environment and requires regular computer and telephone use.
• Occasional standing, walking, bending, and lifting or moving office supplies and event materials up to approximately 25 pounds may be required.
• Periodic schedule flexibility may be needed to support visitors, events, leadership meetings, or urgent site needs.