Administrative Assistant & Communication Coordinator

CooperVision, a division of CooperCompanies (NASDAQ:COO), is one of the world’s leading manufacturers of soft contact lenses. The Company produces a full array of daily disposable, two-week and monthly contact lenses, all featuring advanced materials and optics. CooperVision has a strong heritage of solving the toughest vision challenges such as astigmatism, presbyopia and childhood myopia; and offers the most complete collection of spherical, toric and multifocal products available. Through a combination of innovative products and focused practitioner support, the company brings a refreshing perspective to the marketplace, creating real advantages for customers and wearers. For more information, visit www.coopervision.com

Scope: 

Responsible for helping with the organization and running of the daily office administration and operations tasks for the company, interacting with individuals at all levels within the organization, and with external partners. Additionally, develop formal announcements, presentations, and other material on behalf of West Henrietta senior leadership, including but not limited to site-wide media, formal presentations for executives of Cooper, or other material directed to outside business partners, while partnering with global communications. 

Job Summary:

Administrative Assistant provides high level support to and partnership with site senior leadership across multiple functional groups.  Acts as an extension to the leadership in all aspect of communication, planning and coordination inside and outside the company. Responsibilities include planning and executing on areas such as global travel, calendar management, event management, special projects and administrative tasks, on behalf of their site senior leadership. This role requires a strong capacity for autonomy, good judgement, decision making and personal accountability. This position will be the main point of contact for internal communications while determining content topics, coordinating with others to obtain information, writes, edits, designs and sends to employees, business partners and vendors.  The Assistant role requires extensive detail orientation and solid organizational and project management skills, to meet tight deadlines while juggling multiple critical requests and projects across our global teams. 

Essential Functions & Accountabilities:

• Provide assistance to multiple departmental leadership within the facility to include HR, Finance, Facilities, but mostly Distribution.
• Excellent phone skills and an ability to communicate and interact professionally with internal and external contacts 
• Responsibilities include planning and executing on areas such as travel, calendar management, event management, special projects and administrative tasks, on behalf of site senior leadership  
• Extensive detail orientation and solid organizational and project management skills, to meet tight deadlines while juggling multiple critical requests and projects across our Americas Distribution Teams
• Plan and arrange all business travel and itineraries for executive (global and domestic)
• Maintain department meeting minutes and ensure follow-up on action items as requested by leadership the role supports
• Assist in managing and prioritizing daily workflow, including preparing materials and clear, well-written, communication for a wide range of audiences. 
• High levels of confidentiality
• Manage expense report coordination and submission
• Manage calendars including conflicts, conference rooms, priorities, recurring meetings, management of daily and weekly schedules and manage yearly key site meetings
• Proofreads and edits email/word document communications 
• Drafts and edits letters, reports, and other documents
• Liaise with corporate communications department to ensure key communications are presented and shared in compliance with corporate
• Prepare content for presentation to all levels of the organization, as well as outside vendors and business partners.
• Provides support, or creates, presentations, word documents and emails in support of site leadership
• Consolidations of multiple reports into a single report for submissions to executives
• Main point of contact for other locations to help coordinate meetings, tours for customers and executives within the organization
• Manage facility receptionists
• Leading, managing, or supporting other ad-hoc projects as needed
• Research, write and manage content for the facility message board, facility-wide email, infographics, and other such media in support of leadership and West Henrietta employees.
• Acquire and maintain a detailed knowledge of the company’s polic