At MedAcuity, we work at the intersection of healthcare, technology, and innovation in partnership with MedTech companies and innovators to develop software-driven medical devices, robotic technology, embedded systems, and computer vision solutions. We are looking for an Office Manager who will help the Leadership Team as they focus on building a winning culture, driving team engagement, improving internal communications, and leading key projects. Reporting to the Chief Operations Officer, the Office Manager not only does what needs to be done but also anticipates these needs and prepares in advance. In addition to coordinating special projects, the role is responsible for day-to-day office operations of our headquarters located in Westford. Primary activities fall into the areas of leadership support, company event coordination, and ownership of facilities coordination, in addition to oversight of office vendor relationships, company communications, handling of deliveries and greeting of visitors, as well as general employee support and maintenance of our internal engineer bio profiles. JOB DUTIES & RESPONSIBILITIES
Complete a broad variety of administrative tasks for the Leadership Team including managing an active calendar of appointments, composing and preparing confidential correspondence upon request, etc.
Provide a bridge for smooth communication between the President's office and other functions while demonstrating discretion to maintain credibility, trust, and support with senior leadership and serving as a central point of contact for employees.
Enables the smooth onboarding of new employees to include office tours, provision of space, facilitating connections, etc.
Supports internal group processes as needed, to include DocuSign preparation.
Plan and organize meetings and special events, including scheduling, sending reminders, managing compilation of presentation content, and organizing catering when necessary.
Manages the preparation, schedule, and agenda compilation for company-wide meetings in addition to partnering with managers in prioritizing discussion topics and talking points at key events.
Handles the coordination, ordering, and delivery of employee awards.
Coordinates periodic employee gatherings such as lunch-and-learn events, weekly social hour gatherings, and client on-site visits.
Runs local errands as needed in support of events and weekly activities.
Oversees the production of internal communications, such as the weekly newsletter.
Owns and manages the process of creating and updating bios for engineers to enable smooth presentation to clients.
Prepares reports and presentations as needed, including writing and editing emails, drafting memos, etc.
Supports or personally handles edits and additions to the company intranet.
Welcomes and escorts visitors as well as manages day-to-day office deliveries and supplies.
Serves as key point of contact for all facilities-related matters, including building and maintenance issues and coordination with landlord, maintenance staff, HVAC, electrician, plumber, etc.
Manages coordination of vendors including coffee, water, cleaning service, periodic contractor needs, and liaison with corporate neighbors.
Restocks kitchen supplies and performs daily maintenance on coffee machine, etc.
Orders necessary office supplies.
Manages purchasing process.
Embodies company values in work performance, decision making, and in all interactions.
Performs other duties as may be required.
Abides by and ensures compliance with MedAcuity’s policies, including Information Security and Quality Management Systems.
QUALIFICATIONS
5+ years of experience in providing excellent administrative support.
Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and commitment to deadlines.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service.
Comfortable collaborating with all levels of management, board members, and employees.
Excellent oral and written communication skills with emphasis on business writing.
Proficiency in MS Office Suite, inclusive of Outlook, Excel and PowerPoint, Teams, & SharePoint.
COMPETENCIES
Confident and willing to take on new challenges and learn new things.
Builds partnerships and works collaboratively with others to meet shared objectives.
Develops and delivers multi-modal communications that convey a clear understanding of the unique needs of different audiences.
Adapts approach and demeanor in real time to match the shifting demands of different situations.
Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
Drives for the most effective and efficient processes to get things done, with a focus on continuous improvement.
EDUCATION
Associate's Degree or equivalent working experience.
WORKING CONDITIONS
Office environment with long hours on computer keyboard and prolonged periods of sitting and/or standing
Ability to work in an active environment.
Willingness and physical ability to accept and move packages weighing up to 25 lbs.
Capability to set up and take down temporary furnishings for in-house events and functions.