Administrative Assistant

About the Company: Family owned since 1908 Merz Aesthetics is the world’s largest dedicated medical aesthetics business. Choose Merz Aesthetics because it is unique - unique in our relationships with customers, in our products and in the way we treat each other.

Provide administrative support to Global Tech Ops Functional Leadership Team. Consistently demonstrate Merz Cultural tenants. We exist to fuel confidence by helping people look better, feel better and live better.

Key Responsibilities 

• Support Services- Provide support services to the Global Technical Operation Functional Leaders that ensures a professional, responsive, and effective experience with the organization. 
• Calendar Management- Provides complex calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Sets up staff meetings and maintain electronic calendars for Technical Operations leadership team.
• Correspondence- Administers correspondence, manages incoming calls, and prioritizes phone messages, emails, and mail. Writes accurate, effective emails and letters for various events and announcements on behalf of the leadership team. Manages calls and visitors with grace, sophistication, and professionalism.
• Travel Arrangements- Provides complex travel arrangements. Became familiar with the specific, detailed needs of the leadership team; creating reliable itineraries with appropriate information and directions needed during travel.
• Expenses- Manages expenses for leadership members through accurate, on-time preparation and submission of reports.
• Scheduling Meetings-Works in a professional and focused manner to schedule internal staff and external meetings and offsite workshops. Prepares for meetings by working with appropriate business partners to ensure a successful outcome. Includes booking conference rooms, working with Facilities and IT for catering, projectors/video conferencing and other requirements.
• Meeting Preparation- Uses Outlook, Word, Excel, and PowerPoint to produce materials for internal and external meetings and conferences Note taking and distribution. Takes notes and distributes meeting minutes, agendas. keeping Tech Ops Leadership SharePoint site current.
• Confidentiality- Exercise Utmost Discretion: Collaborate closely with C-suite executives, handling confidential information with the highest level of discretion and professionalism, while maintaining strict confidentiality protocols in all interactions and tasks.

Knowledge and Skills

• Administrative support expertise with computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint. Required
• Knowledgeable in creation of forms and pamphlets. Preferred
• Project Management experience. Preferred
• Experience with coordinating international/domestic travel. Required
• Decision Making Authority - within established guidelines, perform duties with minimal direction. Perform with minimal supervision tasks required to successfully complete assigned projects. Required
• Provide systematic and dependable follow up, as well as a prominent level of organization and preparedness. Required 
• Display of excellent communication skills collaborating with guests, vendors, and team members and including the ability to communicate effectively and remain calm and courteous under pressure. Required
• Ability to work collaboratively in a team environment with a spirit of cooperation and as a relationship builder. Required 
• Displays engaging people skills including the ability to think and act strategically, provide sound judgment, and display a positive and energetic attitude. Preferred

Education

• High School Diploma or GED. Required 
• Associates Degree or equivalent experience in business/communication field. Required

Experience

• Minimum 5 years’ administrative support or equivalent relevant experience. Required

Benefits

• Comprehensive Medical, Dental, and Vision plans
• 20 days of Paid Time Off
• 15 paid holidays
• Paid Sick Leave
• Paid Parental Leave
• 401(k)
• Employee bonuses
• And more!

Your benefits and PTO start the date you're hired with no waiting period!
Come join a company that is committed to being a trusted partner focused on our customers while not forgetting about our employees!

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)Customer Service