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Executive Assistant

Who we are?

We are a French pharmaceutical industrial group, recognized for making affordable healthcare products that improve and simplify patients’ lives to as many people as possible.

With 30 years of technological expertise, we position ourselves as a world leader in sterile single dose with 10 sites on 4 continents and more than 2000 employees.

Since 2013, our site Unither Manufacturing LLC. based in Rochester (NY), specializes in the manufacture of Blow-Fill-Seal, Liquid Stick-Packs, Pharmaceutical bottles, Tablets and Capsules. It has more than 300 employees.

Your role

Reporting to the General Manager North America,

JOB SUMMARY:

Responsible on-site for the coordination of administrative activities to ensure timely flow of information to and from the executive office. Handles details of a highly confidential and critical nature; independently manages multiple tasks and projects with competing priorities and deadlines; screens and prioritizes communications and inquiries from external and internal sources; and must function efficiently and effectively in a fast-paced professional environment. In addition, this position is responsible for coordinating and preparing presentations and materials and can work well with all levels of internal management and staff, as well as external constituents.

ESSENTIAL FUNCTIONS / RESPONSIBILITIES:

Executive Administrative Support and Office Coordination

•Receives, screens, redirects or responds to a wide range of inquiries directed to the Executive Leadership including telephone calls and e-mail messages, and elicits necessary information to determine those requiring priority attention to allow for timely and accurate response/follow-up.

•Acts as the Executives representative and ambassador to external constituents by receiving and screening office visitors; providing information and answers to questions where judgment or knowledge is necessary -- exercises discretion in public contacts.

•Establishes, develops, maintains and updates filing system for the office, including electronic filing. Retrieves information from files when needed.

•Assists senior leadership as required in day-to-day matters relating to the Rochester site and efficiently links direct reports and company employees to the appropriate senior leader.

•Arranges travel itineraries for executive leaders as required. Also arranges hotel accommodations and ground transportation for visiting customers, global leaders and executives as necessary.

•Manages the travel expense reimbursement process of the executive leaders, and others as required.

Manage Meetings & Site Visits

•Schedules company meetings, dinners, luncheons, conference calls and other functions as necessary.

•Assist in organizing necessary Rochester Leadership Team meetings or larger coordinated site / multi-department meetings.

•Prepares security and badge access level forms in advance for all visitors and customers arriving to the Unither Site.

Administrative Support

•Gathers all submissions for site communications as needed and updates digital notice boards.

•SME Expert on Concur for employees as well as Concur/SAP/AMEX site administration

•Liaison between other Unither Sites for communications and knowledge materials

•Office supply purchasing as well as additional site supply procurement.

•Responsible for quarterly newsletter creation and distribution

•Lead on employee committee meetings (ROCCET) and action items

•Coordinate employee events in partnership with HR

•Generate PO in JDE as needed.

•Liaison with local hotels and restaurants.

•Order business cards and other printer materials.

Your profile

EDUCATION & EXPERIENCE:

•High School Diploma/GED required; Associate degree preferred

•Minimum of five years of experience as an administrative assistant supporting executive level management.

•Requires ability to understand and carry out assigned duties effectively. Knowledge needed of specialized business processes, office procedures, and computer operations.

KNOWLEDGE SKILLS & ABILITIES:

•Typing skills (minimum of 50 w.p.m.)

•Teleconference and videoconference scheduling experience

•Knowledge/understanding of all office equipment

•High level literacy skills, specifically including the ability to compose written communications using proper grammar, punctuation, and spelling

•Good public relations skills

•Active Notary status or ability to obtain certification is required

•Proficiency in travel and expense reporting systems (e.g., Concur or equivalent)

•Computer Skills:

Basic Outlook

Intermediate Microsoft Word

Intermediate Excel

Advanced PowerPoint

Intermediate Publisher or equivalent

DocuSign

JDE – SAP

Knowledge of a second language such as French a plus

SCOPE OF DECISION-MAKING:Decisions require some judgment. Perform repetitive or routine duties working from detailed instructions and under standard procedures. Requires making minor decisions.

LEVEL OF SUPERVISION PROVIDED:Individual contributor, not responsible for the work others.

INTERNAL / EXTERNAL CONTACTS:Primarily within department or immediate work unit: Requires contacts within the department or functional area on routine matters, or contacts with other departments. Occasionally contacts individuals outside the organization. Contacts are primarily for the purpose of supplying or seeking information.

PHYSICAL REQUIREMENTS/ENVIRONMENT:

•100% on-site position

•Traditional office environment, with occasional visits to other areas of the facility, including production areas, loading docks, maintenance areas and laboratories.

•Must be able to work at a computer workstation for extended periods of time.

Compensation range

65,000.00 - 75,000.00 USD

*The referenced compensation range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Benefits

+ 401K Plan: Unither Matches up to 6% on Employee Contributions each pay period.

+ Retirement plan: Unither has a 4% Retirement Savings Plan contribution each year on prior year earnings.

+ Performance bonus: Hourly employees recive this pay out Quarterly and Salaried employees recieve this Annually.

+ 11 Paid Holidays per year

+ Health Insurance: Benefit Premiums Paid 100% by Unither for EE, Spouse or Domestic Partner, and Children.

+ Dental and Vision Insurance: Offered for Employee, Spouse or Domestic Partner, and children.

+ Health Savings Account (HSA): Quarterly Contributions made by Untiher in addition to Employee contributions.

+ Life insurance: 2X employees Annual salary paid by Unither. Supplemental Life Insurance offered for Employee, Spouse or Domestic Partner and Children.

Learn more about us:

We are a dynamic company driven by a spirit of victory and are therefore pursuing strong growth while maintaining a close relationship with our customers and employees.

Our culture is based on 5 values: Respect, Responsibility, Trust, Courage and Innovation. We are committed to bringing these values to life with our employees by granting them a high degree of autonomy in the exercise of their profession and by encouraging their initiatives.

We are committed to providing them with working conditions and atmosphere that is conducive to their development and the expression of their potential.

We propose you to integrate a site that values the meaning of work and that entrusts our employees with a high level of responsibility.

Join us and make a difference!