Manages the office administration function and Executive Assistants to ensure that adequate support and coverage is maintained.
Support high-level executives in their daily tasks. Represent the executive offices in a pleasant and professional manner at all times. Supports senior leaders as a shared resource.
Compose original correspondence, documents, reports and presentations as directed; edit for clarity; proof read for accuracy and appearance; copy, mail, scan, fax and/or overnight mail as needed.
Maintain multiple appointment calendars; coordinate, schedules, arrange meetings and conferences on behalf of the Executive Team, as needed. Meeting arrangements may include reserving meeting space, hotel rooms, arranging for meals or refreshments, and audio/visual equipment, etc.
Act as liaison by maintaining open communication. Answer all telephone calls internal and external, as well as, inquiries directed to the CEO office, complaints and miscellaneous calls. Coordinate process and obtain authorization for domestic press releases with LegalScreen telephone calls; redirect calls as needed; take messages. Relay urgent or sensitive calls; follow-up to ensure proper response.
Open and sort mail; redirect mail to other departments. Utilize electronic mail system for CEO and self.
Process invoices through the Dolphin system for payment.
Process purchase requisitions in SAP, ensure that appropriate documents have been routed and approve inclusive of but not limited to: Capital Expenditures documents (CAPEX), supporting Statement of Work (SOW) etc. Work with Purchasing Department personnel to ensure documents, orders are timely to meet delivery expectations.
Arrange travel: flights, hotels, cars. Prepare itineraries; coordinate trips often involving multiple travelers visiting several cities both domestically and internationally. Process travel authorizations prior to issuance of any travel. . Negotiate corporate rates annually at Boca Raton hotels for, Consultants, Recruiting and other purposes. Aid with contact services and negotiation w/travel service provider.
Works independently and with a team on projects. Acts as project manager for special projects which may include planning, scheduling, coordinating presentations and information, creating specialized reports and disseminating information, materials and meeting minutes.
Keep records organized electronically and hard copy on the network drive with confidential information at the discretion of the CEO.
Send / Coordinate Board / Investor / Stakeholder calls for CEO.
Types and designs general correspondence, memos, charts, tables, graphs, business plans, PowerPoint presentations, publishing documents etc. Proofread documents for spelling, grammar and layout and make necessary changes. Responsible for accuracy and clarity of final documents.
Account for business expenses: prepare expense reports and ensure reimbursement is received. Verify receipts and credit card charges, including airfare for other employees.
Maintain complete confidentiality at all times.
Serve on company committees to help foster positive and inclusive morale.
Plans and executes company-wide events in partnership with other functions/departments.
Exercises sound judgment in addressing and proactively manager daily business issues with minimal direction.
Maintains an orderly, logical filing system and a digital filing system of contracts, SOWs, documentation and presentations to facilitate prompt retrieval of documents.
Work with Facilities and Engineering staff to maintain clean and functioning administrative facilities. Ensure meeting space are scheduled and arranged as needed for specific functions. Order and maintain office supplies and basics for the administrative areas with a keen eye on budgets.
Serve as senior administrative point of contact for other executive assistants; may be called upon to set priorities and coordinate the work of other executive assistants.
Reviews Time and Attendance/ADP Paid Time Off Requests as a proxy for the CEO ensuring that scheduling conflicts are kept to a minimum.
Bachelor’s degree preferred. Combination of education and work experience will be considered.
7+ years experience as an executive assistant supporting the CEO and multiple executives
In addition to competitive compensation, we offer a comprehensive benefits package including:
401K plan with employer match and immediate vesting
Medical, Vision, Life and Dental Insurance
Company paid STD and LTD
Company Paid Holidays and Personal Days
3 Weeks’ Paid Time Off (within the first year)
Tuition Assistance (after the first year)
Easily accessible to Tri-Rail
Company paid shuttle to the Boca Tri-Rail station
ADMA Biologics, Inc. uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.
ADMA Biologics is an Equal Opportunity Employer.