Office Manager Full Time

Job Description Summary

The Office Manager is responsible for providing administrative support to ensure efficient operation of the local PTC office. He/she will support the Vice President and General Manager (VP/GM) and other senior level colleagues through a variety of administrative and project related tasks. In addition to the regular administrative role, the incumbent functions as administrative office manager and works collaboratively with local Accounting, Information Technology (IT), Human Resources (HR) partners, as well as their global counterparts, by providing administrative support as needed.

Job Description

ESSENTIAL FUNCTIONS

Primary Duties/responsibilities

• Provides high-level administrative support to the VP/GM and/or other senior level site-executive; may provide administrative support to global cross functional teams, as needed.
• Assists in the creation of documents, memos, reports, spreadsheets and presentation material as needed, and requested, by department members and/or department head.
• Manages calendar(s) and coordinates scheduling.
• Schedules, plans, coordinates meetings and teleconferences involving internal team members and external guests. This includes, but is not limited to: conference room reservations and preparation, organization/distribution of meeting materials, arrangement of catering, etc.
• Arranges local/ global travel (transportation, lodging, passport/visas, etc.).
• Processes expense reports (acquires knowledge of currency exchange rates), invoicing, payment, petty cash management in collaboration with assigned local accounting firm.
• Creates presentations for executive level, internal and external audiences using the basic and advanced functionality of Power Point.
• Routine filing, faxing, shipping, phone duties.
• Maintains office services by organizing office operations and procedures; maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement; liaises with property management on building maintenance issues.
• Receives and immediately forwards all phone calls, fax messages and information concerning Complaints, Quality Issues and/or Adverse Events to the Qualified Person or his/her Deputy.
• Liaises with local/global IT support for staff.
• Attends select meetings including, but not limited to: taking notes, recording, communicating and following up on meeting minutes and action items.
• Participates in event coordination, as needed.
• May be responsible for updating and maintaining customer data in PTC’s Customer Relationship Management (CRM) system.
• Performs other tasks and assignments as needed and specified by management.

Knowledge/Skills/Abilities Required

• Minimum level of education and years of relevant work experience.
• Typically requires a minimum of 3 years of related experience providing high-level administrative support to director level executives preferably in a commercially-focused, global organization e.g., commercial, clinical, regulatory operation in the pharmaceutical, biotechnology or related environment. Bachelor’s degree is preferred.
• Special knowledge or skills needed and/or licenses or certificates required.
• Demonstrated ability to accurately, efficiently and effectively manage multiple calendars, global travel itineraries and special projects.
• Demonstrated proficiency using the advanced functionality of Microsoft Office (Power Point, Excel and Word).
• Excellent verbal and written communication and skills.
• Ability to work independently and collaboratively, as required, in a fast-paced, matrixed, team environment consisting of internal and external team members.
• Analytical thinker with excellent problem solving skills and the ability to adapt to changing priorities and deadlines.
• Excellent planning, organization and time management skills including the ability to support and prioritize multiple projects.
• Ability to handle confidential information with discretion.
• Flexibility to work outside of core business hours when necessary.
• Fluent in the local language spoken in the local country office
• Fluent in English (verbal and written) with ability to communicate effectively with colleagues outside of the local country in English.
• Special knowledge or skills and/or licenses or certificates preferred.
• Experience working in a small but fast growing, entrepreneurial environment.
• Travel requirements