Office Manager/Executive Assistant

Johnson Health Tech Companies•Minnetonka, MN

11h•Onsite

About The Position

Johnson Health Tech’s 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 responsible for daily office operations and direct executive support to the President of North America. This highly visible role calls for a polished, welcoming, and dependable professional with sound judgment, initiative, discretion, exceptional organization, and proactive follow-through. The role oversees the onsite workplace experience, including visitors, office services, vendors, facilities, supplies, meeting spaces, and workplace procedures. It provides administrative partnership to the President and leadership team through calendar and travel coordination, meeting preparation, correspondence, expense reports, confidential information handling, and special projects. The position also coordinates communication and administrative needs across the U.S. Hearing Care 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, and light financial administration in coordination with corporate Finance. The position is onsite in Minnetonka during established business hours.

Requirements

Associate’s degree preferred.
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.

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 a professional, organized, welcoming, and functional workplace.
Serve as the primary onsite point of contact for employees, customers, vendors, business partners, and visitors; answer and direct calls, respond to general inquiries, and coordinate visitor arrivals.
Maintain office amenities, supplies, kitchen areas, meeting spaces, and conference room readiness; coordinate meeting logistics, technology support requests, refreshments, and visitor accommodations.
Manage relationships with cleaning, maintenance, catering, building management, and other service providers; coordinate facility needs, service requests, deliveries, equipment maintenance, and office improvements.
Help establish office procedures, organizational systems, and workplace standards as the business grows.
Provide executive administrative support to the President and U.S. Hearing Aid leadership team, including calendar, appointment, meeting, and scheduling coordination.
Arrange domestic and international business 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 administrative needs, resolve challenges proactively, and handle confidential business, personnel, and financial information with discretion.
Support special projects and administrative initiatives as the organization develops.
Coordinate communication and administration between the U.S. Hearing Care office, Johnson Health Tech’s U.S. corporate headquarters, and Hearing Care headquarters in Taiwan.
Schedule cross-functional and international meetings across time zones and support travel, hospitality, meeting arrangements, and office visits for domestic and international executives.
Coordinate requests and follow-up with shared corporate functions, including Finance, Human Resources, and Information Technology.
Help create a positive, collaborative office culture by coordinating team meetings, celebrations, appreciation activities, lunches, and other workplace events.
Assist with leadership visits, customer meetings, training sessions, and company gatherings.
Welcome new employees and coordinate initial office experience, workspace readiness, access, and basic onboarding logistics with HR and IT.
Identify opportunities to improve the employee experience and represent the organization and its values professionally.
Provide light accounting and financial administrative support, including vendor invoices, purchase order documentation, expense reporting, payment follow-up, expenditure records, receipts, and vendor-service records.
Support basic budget tracking, expense reconciliation, and administrative financial reporting; coordinate purchasing and follow documentation and approval processes.
Maintain organized office files, records, and administrative documentation; assist with other business administration and operational projects as needed.
Complete other projects as needed.