Senior Administrative Assistant

Join us today and make a difference in people's lives!
 

LivaNova is a global medical technology company built on nearly five decades of experience and a relentless commitment to improving the lives of patients around the world. Our advanced technologies and breakthrough treatments provide meaningful solutions for the benefit of patients, healthcare professionals, and healthcare systems.  The company is listed on the NASDAQ stock exchange under the ticker symbol “ LIVN .”  LivaNova is headquartered in London (UK) with a presence in over 100 countries and a team of more than 3,000 employees worldwide.

Job Purpose: 

This role is responsible for providing high-level administrative support and meetings & events coordination support within the Houston office. Key responsibilities include managing 6th floor meeting logistics, booking and coordinating internal meetings and events, handling catering and food/beverage set up, overseeing seamless execution while adhering to budget constraints and company policies. Additionally, the role involves VP and team support, calendar management, meeting scheduling and collaborating with stakholders to support day-to-day administrative and operational tasks for executive leadership. 

Key Responsibilities: 

Calendar Management and Meeting Coordination:

• Maintaining VP’s schedules, Concur expenses, and booking meetings and events.

• Scheduling other appointments, meetings and events as required, and in collaboration with other stakeholders.

• oordinate logistics and documentation for meetings on behalf of the Houston-based VPs, as required.

• Manage meeting room bookings, local hotel group bookings, and scheduling across the Executive Floor and other internal meetings, as required.

• Coordinate with remote and onsite teams to determine Houston office meeting needs, including agenda setting and attendee lists. 

• Ensure rooms are properly set up with necessary technology, flip charts, and other equipment. 

• Collaborate with Site Facilities team, and other Executive Admins or Coordinators as required.

Event Planning and Execution:

• Contribute to the planning and execution of internal events like company events, Manufacturing team special events, team building activities, Summit meetings, holiday parties, etc. 

• Source and negotiate with vendors for catering, and other services, as required. 

• Independently implement logistics of internal in-person meetings and events, including catering, welcoming guests, coordinating and participating in event set up, communicating and collaborating with other stakeholders, coordinating and managing the disassembly of events.

Logistics Management:

• Coordinate catering orders, ensuring dietary restrictions are accommodated. 

• Oversee event setup and breakdown, including A/V equipment, signage, and furniture arrangements. 

• Manage attendee registration, check-in, and guest lists. 

Travel booking & coordination:

• Booking travel on behalf of Houston-based VP’s as needed, and collaborating with other stakeholders to ensure seamless and productive travel schedules.

General / Team Administrative Tasks:

• General ad-hoc administrative tasks, as required by various Houston teams

• Provide back-up support to ELT EA’s for administrative tasks

• Maintain complete stock of all office supplies on 6th Floor, including accurate inventory and purchasing within company procurement guidelines

• Work with the Houston site Executive Admins and Coordinators as needed.

P2P (“Procure2Pay”) & Expenses Processes:

• Raising Purchase Requisitions, raising Purchase Orders and processing invoices

• Review PCard Activity for departments as required

• Business Support Team PCard reconciliation and processing within company deadlines

• Provide ad-hoc support with T&E Expenses for Houston-Based VPs, as required

• Identify cost-saving measures while maintaining quality standards. 

Required Skills:

• Strong organizational skills: Ability to manage multiple events simultaneously with meticulous attention to detail. Excellent time management skills.

• Excellent communication skills: Clear and concise communication with stakeholders at all levels 

• Physical skills required:  Must be able to carry heavier items such as catered meals for example, a case of water, flip charts, easels and other items needed for meeting spaces.