Department Administrator and Events Planner

Introduction

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality. We’re passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care.

Overview

Position Summary

 

Looking for a Department Administrator that has experience supporting multiple executives (calendars, travel, etc.) and supporting department initiatives. This position will support two vice presidents heading up Werfen's Worldwide (WW) Marketing & Service departments. Position will also plan and coordinated local and global team meetings and events. 

Responsibilities

Key Accountabilities

 

Administrative Functions:

• Perform standard, advanced and confidential administrative duties for two Vice Presidents, WW Marketing & Service, requiring broad experience, skills and knowledge of the organizations policies and practicies
• Finalize and circulate internal department communications such as Marketing Information, Service Information, Breaking News, and other communications as appropriate
• Manage purchase orders and maintain Finance Asset inventory and Computer Asset inventory
• Organize and support the onboarding of new hires
• Responsible for the maintenance of department contracts, vendor agreements and third-party service provider agreements
• Maintain and update the department training program
• Ensure compliance of the marketing processes with the Company Code of Ethics and with Laws and Regulations
• Manage office and cube assignments and cube size relating to expansions and reconfigurations and new hire requirements

Events Planning Functions:

• Plans and coordinates local and global department events, including: logistics, venue planning and selection, attendee registration and tracking, materials support
• Procures and coordinates vendor services. Coordinates facility/exhibit set-up, equipment and catering requirements. Provides on-site event support, as needed
• Provide travel assistance to department members for select events

Internal Networking/Key Relationships

 

To be determined based on department needs, to include interactions such as:

• Executive Administration Team
• Facilities
• Legal and compliance
• Quality and Regulatory 

Qualifications

Skills and Capabilities

 

The ideal candidate for this position will exhibit the following skills and capabilities

• Strong communication skills and professional demeanor. Excellent level of business acumen as exhibited in solid decision making capabilities. Self-Assurance and presence to interact with all levels both inside and outside the organization. 
• Capable of representing the company with vendors and outside consultants
• Excellent planning and organizational skills. 
• Integrity and the ability to maintain the highest level of confidentiality
• Advanced computer literacy in PC software including Microsoft Excel, Word and PowerPoint
• Team player with willingness to jump in and assist where needed

Minimum Knowledge & Experience required for the position:

• Education: Bachelor's Degree preferred (Liberal Arts of Business focus)
• Experience
  • Minimum 5 years experience providing executive level administrative support
  • Minimum of 5 years experience coordinating and managing large meetings and events
  • Experience managing projects of varying scope and size. Exhibited ability to initiate problem solving and to engage resources as appropriate to accomplish goals. 
  • Experience managing capital budgets
• Additional Skills/Knowledge:
  • Language: Fluency in English required

Travel Requirements

 

No Travel required

 

The annual base salary range for this role is currently $100,000 to $130,000 range. Individual employee compensation will ultimately depend on fa