Office Manager

WHO ARE WE? Welcome to Endotronix, where we're rewriting the playbook on heart failure treatment. We're not just a medical device company; we're trailblazers on a mission to redefine healthcare. Our star player? The Cordella Heart Failure System (CHFS). This game-changing technology isn't just about devices-it's about empowering healthcare providers with proactive tools that set new standards in patient care. From early detection to personalized treatment strategies, CHFS is revolutionizing how heart failure is managed, improving quality of life while slashing hospital admissions and health care costs along the way. With our recent PMA approval from the FDA and acquisition by Edwards Lifesciences, we are preparing to grow our team - it's a great time to join Endotronix! WHAT YOU'LL DO As the Office Manager, you will handle all written and verbal employee queries with the utmost confidentiality. Your responsibilities may include but are not limited to drawing up administrative documents, organizing events, creating and maintaining a pleasant work environment, and ensuring high levels of organizational effectiveness, communication, and safety. The Office Manager will act as the point of contact for all employees, providing administrative support and managing their queries. You will be an integral part in ensuring that the office operations run smoothly and are successful in supporting other business activities. This is a full-time, onsite position based in Naperville, Illinois. Areas of responsibility include: Office management and workflow efficiency Serve as point person for general office questions Follow office workflow procedures to ensure maximum efficiency Answer main phone line and direct calls/voicemails to the correct person. Maintain files and records using effective filing systems. Monitor office expenditures and handle office communications. Order and maintain inventory of office supplies, kitchen supplies, and snacks. Order office and breakroom supplies on a weekly basis. Visitor and phone management Greet and assist visitors upon arrival, serving as the first point-of-contact for regulatory visitors and following appropriate procedures. Host interview candidates and visitors while onsite. Event and travel coordination Manage company event coordination, including team-building activities and connecting with remote staff. Plan and organize office functions, arranging meals for luncheons, group meetings, and visitor meetings. Arrange travel plans for remote workers and other third-party individuals as needed. Administrative support for teams and executives Support other teams with various administrative tasks (e.g. redirecting calls, disseminating correspondence, scheduling All Hands meetings). Assist with facility-related projects and general administrative duties as needed. Support several executive staff members with administrative and day-to-day operations on an as-needed basis Assist with organizing space planning. Assist with facility safety compliance. Assist in vendor relationship management. Talent acquisition/human resources support Enter job descriptions into the HRIS, screen resumes, schedule candidate interviews, prepare offer letters Prepare new hire onboarding materials and manage office setups. Prepare desk setups for new hires, coordinating with managers on desk locations and ensuring all equipment is ready for start dates. Office culture and employee professional development Promote a positive office culture through event planning and team-building initiatives. WHAT YOU BRING TO THE TABLE Proven experience as an Office Manager, Administrative Assistant, or in another relevant administrative role. Excellent organizational and multitasking skills with the ability to prioritize tasks and meet deadlines. Strong verbal and written communication skills; able to handle confidential information with discretion. Proficient in office management systems and procedures, as well as MS Office (Word, Excel, PowerPoint) and other office productivity tools. Experience with ADP and/or Workday is a plus. Familiarity with basic HR functions and practices, including document preparation, onboarding, and talent acquisition support. Ability to foster a positive work environment and collaborate effectively with team members and remote staff. Strong attention to detail and problem-solving skills. Ability to manage event planning, from small office functions to larger company-wide gatherings. Basic knowledge of safety compliance regulations and facility management is a plus. EDUCATION Associate's degree required, Bachelor's degree helpful. WHO YOU ARE Relentlessly focused on data and hypothesis driven decision making to create the best experiences for ETX patients and customers Someone with a bias for action and quick iteration as opposed to perfection A quick learner, who is able to work independently, multitask, and drive your own projects An effective communicator and collaborator who can synthesize insights from multiple stakeholders across business functions to deliver purpose-built insights, models and tools that provide easily interpretable and actionable results A team player who can inspire teams to deliver together, embodying the idea that the whole is greater than the sum of the parts Passionate about digital healthcare and leveraging Data to deliver innovative solutions at scale WHAT WE'RE LIKE Willing to have the "direct and honest conversation". Not afraid to confront the facts (or be confronted) and develop a plan to move forward. Competitive spirit and drive to win. Strong sense of initiative, internal motivation, and an unrelenting focus on results. Openness to feedback and coaching with a strong orientation towards continual learning and improvement. Ability to solicit, accept and provide direct feedback without defensiveness. Capacity to function in a highly complex company with ease and fluidity, while driving and influencing results. Entrepreneurial, flexible, yet results focused. High degree of intellectual curiosity, honesty, and capability. Low ego and humble in spirit in spite of your track record of outstanding performance. LIFE AT ENDOTRONIX Our shared company values create a foundation of trust and collaboration. United in a common purpose, we excel at the task at hand to provide best-in-class medical technology and customer service to our patients and clinicians. And along the way we make sure to have a little fun, continue to grow and celebrate our successes. We provide a competitive compensation package, comprehensive benefits including unlimited PTO, and an environment that will help you to thrive and succeed in your career. Endotronix is an equal opportunity employer, and we are committed to providing equal employment opportunities to all persons without regard to race, creed, color, religion, national origin, gender, marital status, citizenship status, age, veteran status, or disability. We are passionately committed to building a diverse organization where all perspectives and cultures are celebrated.

Created: 2024-10-30