Office Manager/Executive Assistant

SyncLync Inc•Minnetonka, MN

1d•$65,000 - $85,000•Onsite

About The Position

Johnson Health Tech is a fitness equipment manufacturer serving customers in more than 60 countries. Its U.S. Hearing Care business is establishing a new hearing healthcare organization and U.S. headquarters in Minnetonka, Minnesota. The Office Manager / Executive Assistant is a highly visible, trusted role responsible for daily office operations and direct executive support to the President of North America. The role calls for a polished, welcoming, dependable professional with sound judgment, initiative, discretion, exceptional organization, and proactive follow-through. The position oversees office operations and workplace experience, serves as the primary onsite contact for employees and visitors, and coordinates facilities, vendors, supplies, meeting spaces, and office procedures. It provides executive administrative support, including calendar management, travel, correspondence, meeting preparation, expense reports, confidential information handling, and special projects. The role also coordinates communication and administrative requests among the Minnetonka office, Johnson Health Tech’s U.S. corporate headquarters in Cottage Grove, Wisconsin, and Hearing Care headquarters in Taiwan. It supports office culture and employee engagement, onboarding logistics, events, and leadership visits. Additional duties include light financial administration, invoice and purchase documentation, expenditure records, budget tracking, and other business administration projects. The position is onsite in Minnetonka during established business hours.

Requirements

At least 5 years of progressive experience in office management, executive administration, or a similar professional administrative role.
Demonstrated experience supporting senior executives and managing the day-to-day needs of a professional corporate office.
Experience coordinating vendors, office services, meetings, and workplace logistics.
Comfort handling basic financial administrative tasks, including invoices, expenses, and purchasing documentation.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to work onsite in Minnetonka during established business hours.
Associate’s degree preferred.

Nice To Haves

Experience in medical devices, healthcare, life sciences, technology, or a comparable professional business environment.
Prior experience supporting a President, CEO, General Manager, or other senior executive.
Experience working within a global organization or coordinating with international colleagues.
Familiarity with corporate finance, purchasing, ERP, or expense management systems.
Experience helping establish or support a new office or growing business.
Experience coordinating corporate events, executive visits, and employee engagement activities.

Responsibilities

Oversee day-to-day office operations and maintain an organized, welcoming, well-functioning workplace.
Serve as the onsite point of contact for employees, customers, vendors, business partners, and visitors; answer and direct calls and greet visitors.
Maintain office supplies, refreshments, kitchen amenities, meeting spaces, and general workplace readiness.
Manage office service providers and coordinate facility needs, service requests, deliveries, equipment maintenance, and office improvements.
Establish practical office procedures, organizational systems, and workplace standards as the business grows.
Coordinate conference room readiness, meeting logistics, technology support requests, refreshments, and visitor accommodations.
Manage executive calendars, appointments, meetings, and scheduling priorities for the President and leadership team.
Arrange domestic and international travel, accommodations, itineraries, and related logistics.
Assist with executive correspondence, presentations, documents, expense reports, and administrative requests.
Coordinate leadership meetings; prepare agendas and materials, capture action items when requested, and support timely follow-through.
Anticipate and resolve administrative needs and handle confidential business, personnel, and financial information discreetly.
Support special projects and administrative initiatives.
Coordinate communication and administrative matters among the U.S. Hearing Care office, U.S. corporate headquarters in Cottage Grove, Wisconsin, and Hearing Care headquarters in Taiwan.
Schedule cross-functional and international meetings across time zones and support executive travel, visits, hospitality, and meeting arrangements.
Coordinate requests and follow-up with Finance, Human Resources, Information Technology, and other shared corporate functions.
Coordinate onsite team meetings, celebrations, employee appreciation activities, lunches, and other workplace events.
Help welcome new employees and coordinate workspace readiness, access, and basic onboarding logistics with HR and IT.
Assist with vendor invoice processing, purchase order documentation, expense reporting, payment follow-up, expenditure records, budget tracking, expense reconciliation, and administrative financial reporting.
Coordinate purchasing and follow corporate documentation and approval processes; maintain organized office files and records.
Perform other projects and business administration or operational tasks as needed.