MANAGER, ADMINISTRATION - MANUFACTURING OPERATIONS

Company: Promega
Location: Madison
Posted on: November 18, 2024

Job Description:

Job Description OUR TEAM: This role is part of the administrative team that supports the Manufacturing Operations, IVD Operations, and Global Support and Services (GSS) organizations. Our team takes pride in providing professional executive support and delivering exceptional customer service to both internal and external partners. We work collaboratively across departments to ensure our operations run smoothly and efficiently. We work hard and focus on building strong relationships throughout the larger Promega organization. YOUR ROLE: In this role, you will lead the administrative functions for Manufacturing Operations, providing high-level executive support to the VP and senior managers. You'll oversee and mentor administrative staff, manage calendars, coordinate meetings, and handle confidential information with professionalism. Additionally, you will promote AI technologies to enhance efficiency, track budgets, manage travel logistics, and support the preparation of reports and presentations. You'll also coordinate events and ensure a safe, inclusive work environment that aligns with Promega's values and standards. CORE DUTIES:

1. Oversee the daily administrative operations for Manufacturing Operations, ensuring smooth departmental function.

2. Supervise, mentor, and evaluate Operations administrative staff that report into this position. Coordinate training and team building opportunities for administrative team.

3. Provide comprehensive executive-level support to the VP and senior managers by efficiently managing requests and inquiries with the utmost professionalism and discretion. Ensure confidentiality is maintained at all times when handling sensitive files, records, and information.

4. Act as a liaison between the VP, senior managers, and internal/external contacts to coordinate meetings and communications.

5. Manage the VP and senior managers' calendars, ensuring prioritization of key meetings and preparation of relevant materials.

6. Promote and integrate AI technologies to improve efficiency, processes, and innovation within the department. Provide technical solutions to enhance operational efficiency as needed.

7. Prepare, edit, and distribute presentations, reports, and other documents as needed.

8. Coordinate meeting logistics, including agendas, note-taking, securing locations, reserving equipment, and arranging catering. Support large-scale meetings, conferences, and employee events with logistical coordination.

9. Support departmental events and employee recognition activities.

10. Coordinate travel arrangements for designated staff and visitors in alignment with Promega's hospitality standards, ensuring a seamless experience while maintaining a strong focus on cost-efficiency and adherence to budgetary guidelines.

11. Assist with customer support activities and manage customer-related product data and information.

12. Track budgets, route invoices, and reconcile and approve corporate credit card expenses. Review and approve expense reports and timesheets.

13. Provide backup for Operations administrative staff.

14. Demonstrate inclusion and be accountable for a safe workspace. Act with kindness, curiosity and respect for others.

15. Embrace and be open to incorporating Promega's six Emotional & Social Intelligence (ESI) core principles in daily work.

16. Understand and comply with ethical, legal and regulatory requirements applicable to our business.

KEY QUALIFICATIONS:

1. Associate degree in an administrative field or equivalent experience with a minimum of 10 years' experience supporting and reporting to executive level personnel.

2. Excellent judgment and communications skills. Able to tailor approach to maximize likelihood of attaining desired outcome, while maintaining tact and confidentiality.

3. Strong supervisory, organizational and communication skills both written and oral and able to interact with all levels of management, and business associates.

4. Highly organized, detail oriented. Able to manage multiple issues concurrently, while dynamically reprioritizing.

5. Advanced computer/Microsoft Office skills. Willingness to learn and adapt to new AI tools is essential.

6. Ability to work independently as well as in group settings.

7. Ability to make decisions, as well as exercise regular judgment and discretion in daily and administrative tasks.
PREFERRED QUALIFICATIONS:

1. Knowledge of scientific and business terminology.

2. BA or BS degree.
PHYSICAL DEMANDS:

1. Ability to use a computer/Microsoft Office applications

2. Ability to use computer systems for extended periods.

3. Ability to move objects weighing up to 30 pounds.

4. Ability to travel occasionally for team or customer events (less than 10%).

At Promega, we value diversity and strive to create an inclusive workplace. We are proud to be an Equal Opportunity Employer, making employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected class.

Keywords: Promega, Buffalo Grove , MANAGER, ADMINISTRATION - MANUFACTURING OPERATIONS, Executive , Madison, Illinois