Executive Assistant / Business Administrative Specialist

Company Overview:

OCULUS is a family-owned medical device company founded and headquartered in Germany over 125 years ago. Since then, the company has expanded globally and was established in the USA more than 20 years ago. OCULUS develops first-class instruments for eye diagnostics (ophthalmic medical equipment) for optometrists and ophthalmologists. Our team of professionals takes pride in providing high quality products, comprehensive product education, and exceptional customer service to doctors and their staff. Join us to contribute to an evolving health-care organization dedicated to enabling eye care practitioners to preserve vision.

Website: https://www.oculus.de/us/from-idea-to-product/

Benefits: Company covers 100% healthcare insurance premiums for employees and for dependents, paid time off starts at 3 weeks annually, nine paid holidays, life insurance, short-term and long-term disability insurance, and a retirement plan with a very generous company contribution, and more.

Application Process Instructions:

NOTE: All applicants must submit both an application and complete an online assessment to be considered.

1. Complete the online application:
2. Complete the assessment: Please take your time, focus, and be as honest with yourself as possible when responding. Copy and paste the URL below into a web browser of a PC or laptop to begin the assessment: https://www.ondemandassessment.com/link/index/JB-W3JSTXKIS?u=186909

Job Overview:

We are adding an Executive Assistant to our team to support our successful growing organization. We are seeking a self-starter with a business mindset, high professional standards, and excellent communication and writing skills. The Executive Assistant provides high-level administrative support to the President/CEO by conducting research, handling information requests, and performing clerical functions such as preparing correspondence, making travel arrangements, organizing daily calendars, arranging conference calls, and scheduling meetings. Responsibilities also include assisting with projects and follow-ups to ensure deadlines are met.

Essential Responsibilities (other duties may be assigned):

• Manage calendar for the President/CEO; schedule and plan appointments and meetings within and outside of the organization. May provide support to other executives/managers as assigned.
• Attend meetings to accurately record applicable meeting minutes.
• Act as a point of contact between Executives and clients.
• Make travel arrangements for Executives.
• Manage Executives phone calls during Executives travel.
• Process monthly executive expense reports.
• Support management team by monitoring projects/action items and advising of upcoming deadlines.
• Facilitate internal communications (e.g. distribute information and schedule presentations/meetings).
• Uphold a strict level of confidentiality to ensure best interest of the company, employees, and customers.
• Arrange corporate events such as company gatherings, team building events and meetings.
• Travel with executives to venues, tradeshows, and meetings in throughout the United States for set up and recording of meeting minutes. May also include international travel.
• Research and compile data to prepare documents for review and presentation by boards of directors and executives.
• Manage the monthly internal company bulletin; compile data, edit and compose messages, and distribute electronically to staff.
• Work with management team on administering quarterly company-wide remote meetings.
• Suggest more efficient ways to run the office and assist with troubleshooting malfunctions of office equipment.
• Serve as point of contact for building maintenance with third party contractors.
• Serve as point of contact for any building-related questions in executives’ absence.
• Manage contracts/agreements with internal and external vendors.
• Maintain files of corporate records, documents, and reports.
• Review and recommend changes to our company policies.
• Report high level concerns to Executives for further discussion and decision-making.
• Serve as main point of contact for employees regarding use of Confluence knowledge base.
• Take interest in the business, products, and industry to engage in self-driven and ongoing learning to acquire competence required to successfully perform this role.
• Provide other general administrative support, when needed.

Qualifications:

• 3+ years of experience as an Executive Assistant or similar position
• Bachelor’s or Master’s degree in business administration or relevant field preferred
• Excellent organizational, planning, and technical skills in business systems
• Experience in exercising discretion and confidentiality with sensitive company information
• Ability to think proactively, meet deadlines, and organize daily workload by priorities in a fast-paced changing environment
• Effective problem-solving and decision-making skills
• Excellent in multi-tasking and working under pressure with detail and accuracy
• Knowledge of ERP/CRM software is helpful
• Excellent written, verbal, and interpersonal communication skills
• Reliable and trustworthy
• Strong typing skills and accuracy; 60 + wpp preferred
• Strong Office 365 knowledge (Email, Excel, Word, PowerPoint)
• Experience with online meeting platforms such as Webex and MS Teams
• Familiar with online calendars and cloud systems
• Knowledge with Concur, Confluence, and Constant Contact preferred

Schedule: Monday – Friday 7:30 – 4:00pm (with variations based on position requirements)Location: Arlington, WA facility. Remote or hybrid may be considered.Physical demands and work environment:

• The company provides a smoke and vape-free environment on company premises for its employees, customers, and visitors.
• While performing the duties of this job, the employee is regularly required to sit, talk, hear. The employee is occasionally required to stand, walk and reach with hands and arms. Ability to lift up to 25 lbs.
• Ability to travel about 15% of the time for meeting, tradeshows, or other events.

Scope and changes:

The job description is not intended to cover every single requirement of the job and that the company reserves the right to change job duties at any time.

Application Process Instructions: NOTE: All applicants must submit both an application and complete an online assessment to be considered.

1. Complete the online application
2. Complete the assessment: Please take your time, focus, and be as honest with yourself as possible when responding. Copy and paste the URL below into a web browser of a PC or laptop to begin the assessment: https://www.ondemandassessment.com/link/index/JB-W3JSTXKIS?u=186909