Executive Asst R&D & EPMO (On-site Colorado)

Purpose and Scope

The Executive Assistant handles confidential, complex administrative duties and general office support. They act as a liaison for departments, staff, agencies, and the public, ensuring efficient operation of the Executive's office.

Essential Duties & Responsibilities

• Be aware of daily schedules and agendas, anticipating actions to maintain efficiency. This includes anticipating conflicts and resolving scheduling issues in advance.
• Liaise with departments and outside agencies, including high-level executives such as CEOs, Presidents, Senior Vice Presidents, and Vice Presidents.
• Maintain meeting and travel schedules, organize itineraries, and manage purchase requisitions while ensuring budget compliance.
• Prepare documents such as reports, proposals, correspondence, and presentations. For enterprise-wide initiatives, track action items, follow up on deliverables, and support project documentation and reporting.
• Handle sensitive and confidential files and correspondence.
• Organize meetings, write agendas, and manage filing systems for designated Executives, retrieving information when required.
• Prepare weekly expense reports.
• Provide guidance and training to administrative staff.
• Perform receptionist relief duties as needed.
• Order, receive, stock, and distribute office supplies, and assist with special projects.
• Perform other duties as assigned.

Knowledge, Skills & Abilities

• Proficiency in enterprise tools such as Outlook, Teams, SharePoint, Concur, and DocuSign, with the ability to manage shared drives, format presentations, and perform accurate data entry.
• In-depth understanding (or ability to quickly acquire knowledge) of department policies, procedures, and company processes.
• Proficient in business correspondence with the ability to proofread grammar, spelling, and punctuation with high accuracy. Demonstrates strong organizational and editing skills.
• Demonstrates exceptional proficiency in clear and professional communication with both internal and external stakeholders, frequently representing senior leadership. Manages sensitive information with utmost discretion and reliability, ensuring accurate representation of the executive's voice and intent. Capably handles situations ranging from routine to emergency with calmness and efficiency.
• The position requires working in a fast-paced environment, managing multiple tasks and competing demands effectively. It also requires the ability to think critically and perform duties with minimal supervision.
• Ability to coordinate offsite meetings of various sizes in different locations.
• Highly skilled in maintaining confidentiality.

Core Values

This position is expected to operate within the framework of Tolmar's Core Values:

• Center on People: We commit to support the well-being of our patients. We are committed to treating our employees and those we serve as valued partners. By placing people at the heart of our actions, we actively engage, invigorate, acquire knowledge, and grow together.
• Are Proactive & Agile: We embody a culture of engagement and action. With a hands-on approach, we fearlessly adapt to change. We anticipate, respond swiftly and efficiently to ignite a spirit that propels us towards extraordinary outcomes.
• Act Ethically: We are committed to consistently conducting our business in an ethical, compliant, and socially aware manner, in line with our purpose of positively impacting lives. We actively cultivate diversity, equity, inclusion & sustainability in our workplace.
• Constantly Improve: We are committed to a collaborative & proactive effort to improve our products, systems, processes, and services by reducing waste, increasing efficiency & improving quality.
• Are Accountable: We think, act, and communicate with honesty, transparency, and clarity in alignment with our core values. We don't compromise our values for near term gain. We take accountability & ownership of our work, actions, successes, and setbacks. We strive to deliver our best as we shape the future.

Education & Experience

• BA in English, Business or related discipline (or equivalent combination of education and work experience).
• Five or more years' experience in an Administrative Assistant position with at least two years supporting an Executive.

Working Conditions

• Professional reception and office environment.
• Minimal travel may be required.

Compensation and Benefits

• Pay: $32.00 - 36.00 per hour
• Benefits summary: https://www.tolmar.com/careers/employee-benefits

Tolmar compensation programs are focused on equitable, fair pay practices including market-based base pay and a strong benefits package. The final compensation offered may vary from the posted range based on the selected candidates qualifications and experience.

Tolmar is an Equal Opportunity Employer. We do not discriminate on the basis age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.