Executive Office Manager

For one of my clients  a medical device company with offices in NY, Israel and Switzerland  we are looking for an Executive Office Manager.  



Job description  

Location: Manhattan NY.



Reporting to the top US executive (the Study Manager), under supervision of international management team with a very large scope of responsibilities and a broad outline of requirements, performs administrative support assignments, HR and logistics in the US office. 

Must be highly reliable, organized and demonstrate a wide degree of autonomy.

Strong ability to multitask. Positive Energy with a Professional Demeanor



  We are seeking an experienced professional who can handle :

All day to day HR issues (paperwork preparation, new employees benefits paperwork, emergencies support, termination checklist- with support from Paychex Premier), preparation of salaries and benefits

Support Clinical Research Associates (NY, DC, LA) and Study Manager in day to day HR issues. Coordinate all new hire; Keep track of all scheduled meetings and support in recruitment processes

Enforce various admin policies/booklets including:

Expenses, 

Communications/IT

Security

Harassment

Ensure preparation of monthly financial reporting according to US GAP with external bookkeeper. Deliver report to controller as required.

Handle purchase orders, invoices and their approval 

Handle cash records of different sites

Analyze and organize office operations 

Organize Annual Corporate Events 

Main contact person with all outside service providers in the US- telecomm, facilities, IT and finance.

Handle reception and travel arrangements

Prepare all documentation for approval/signing for the executive management.

Manage IT outsourced service provider (Security; Archiving/back-up; Email, and roaming; Scheduling; access management and support for training)

Support VP R&D in logistics: customs, shipping, storage and delivery 

Keep Track of Maintenance and Handle Emergency Repairs

Point Person for All Office Administration

Escalate Benefits and Policy/Procedure Questions when necessary