Administrative Assistant and Office Manager

PHT International•Charlotte, NC

4d•Onsite

About The Position

A leading CRDMO for specialty chemicals in the Pharma, Agriculture, and Industrial markets with presence in Asia, Europe and North America and a global customer base. The company brings extensive R&D, manufacturing, logistics, procurement, sourcing, and regulatory excellence to its clients. The company culture is family oriented and built on passionate employee engagement in an atmosphere of competence and mutual respect. The team oriented, can-do culture extends beyond expected boundaries as the company is very active in various social and community outreach projects. The Administrative Assistant and Office Manager (AA/OM) reports to Head of HR and will be based at our Charlotte, NC office. A highly skilled, organized professional who manages the office of our C-suites, and headquarters office. This role also manages special projects, event/meeting planning, complex travel arrangements, and maintains calendars. The AA/OM must be a self-starter who can be discreet and hold sensitive information in the strictest confidence and must always uphold the Corporation's image and integrity.

Requirements

BS/BA degree (Business major preferred)
> 3 years' experience supporting C-suites
Excellent and effective time management skills
Confidentiality is a must
Keen attention to detail
Execute and exhibit good judgment
Highly flexible, ability to multitask, manage priorities
Ability to stay organized and follow up on all outstanding items (i.e., calendars, projects, quotes)
Excellent communication skills with ability to communicate in English, both oral and written
At least an intermediate level on computer skills, with proficiency in Office 365

Nice To Haves

Notary, a plus

Responsibilities

With a primary responsibility of supporting the C-suite, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently
Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
Manage, coordinate, and arrange senior executives' travel and travel-related activities, including hotel booking, transportation, and meal coordination
Perform administrative and office support, such as spreadsheet creation, monitoring, presentation updates, update system as needed
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
Organize team communications and plan events, both internally and externally
Liaison with office property management company
Ensure communication is sent out from property management company to employees to keep them informed on property issues/items
Manage vendors related to office: cleaning company, pest control, shredding, copier/printer, fire extinguisher inspector, DUKE, Piedmont Natural Gas). Ensure budget is being followed and contracts reviewed annually
Management of office inventory, budget
Management of office/desk assignment (along with HR)
Management of PHT subscriptions (Harvard Business Journal, Charlotte Business Journal, SCOMA, DCAT, and Better Business Bureau
PHT annual tickets (Panther tickets, basketball, etc.)
Office site storage management
Management of holiday cards, holiday gifts, bereavement gifts, etc.
Assist with office lunches/gatherings as needed
Sending employee notices for birthdays and anniversaries