Administrative Assistant II

Job Information

About the Position

Introduction

Werfen

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality. We're passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care.

Overview

The Administrative Assistant II serves as the first point of contact for visitors and employees in the executive offices, providing a welcoming and professional presence. This role is responsible for a variety of administrative and front office tasks, including onboarding new employees, managing select company vendors, and assisting with mailings and small shipments. This position will manage catering for on-site meetings, answers incoming switchboard calls, and ensures a smooth and organized office environment. As a key representative of the company, this individual plays a crucial role in creating a positive first impression for both visitors and employees.

Success in this role requires an efficient, professional, and resourceful individual who is personable, enthusiastic, and detail-oriented. The ideal candidate will excel at multitasking, think proactively, and demonstrate a strong willingness to learn and adapt in a dynamic environment

Responsibilities

Key Accountabilities

• Welcomes and assists all visitors, including professionals, sales representatives, applicants, auditors, and vendors, ensuring a positive first impression. Notifies the appropriate employee and ensures visitors are escorted throughout the campus
• Manages employee and visitor badges, inclusive of issuing badges, supporting with replacements for lost IDs and maintaining accurate records in the visitor badge log
• Assist HR team in onboarding new employees, including issuing new hire badges, support with i9 verification, and serve as back up for onboarding support
• Support employee engagement events by assisting with planning, coordination, and on-site execution
• Answers and manages incoming switchboard calls-screening, transferring, assisting callers with inquiries, and taking messages as needed
• Maintains switchboard database with frequently dialed numbers on RING and assists in implementing emergency telephone procedures as needed
• Oversees office supply inventory, placing orders as needed to ensure a well-stocked and organized workspace
• Sorts and distributes incoming and interoffice mail; asists with mailings of letters and packages for varying projects
• Coordinates catering services for meetings and luncheons, handling order placement, setup, and teardown across the campus
• Collaborates with vendors regarding stocking, service calls and follow-ups to ensure smooth operations
• Assists with other administrative duties and special projects as assigned

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Networking/Key Relationships

The role will interact with every department in the company worldwide as well as customers, vendors and visitors.

Qualifications

Minimum Knowledge & Experience required for the position:

Education: Preferred Bachelor's Degree (BS/BA) from four year college or university or equivalent combination of education and 2-4 years of administrative experience

Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement.

Skills & Capabilities:

• Strong written and verbal communication skills, with a professional and articulate approach
• Highly organized with excellent attention to detail.
• Ability to multitask effectively in a fast-paced environment.
• Resourceful problem-solver with a proactive mindset
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Forms), switchboard operation, and ID badge processing
• Skilled in troubleshooting and resolving practical problems with sound judgment
• Execute instructions in written, verbal, or diagram form
• Ability to deal with problems in standardized situations
• Ability to carry out duties in various buildings across campus
• Flexible and adaptable to shifting priorities, last-minute changes, and evolving responsibilities

Travel Requirements:

• N/A

If you are interested in constantly learning and being challenged on a daily basis we encourage you to submit your resume or CV.

Werfen is an Equal Opportunity employer and is committed to a diverse workplace. Werfen strictly prohibits unlawful discrimination, harassment or retaliation based upon an individual's race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other protected characteristic as defined by applicable state or federal law. If you have a disability and need an accommodation in relation to the online application process, please contact View email address on click.appcast.io for assistance.

We operate directly in over 30 countries, and in more than 100 territories through distributors. Annual revenue is approximately $2 billion and more than 7,000 employees around the world comprise our Werfen team.