Paragonix Technologies, Inc.
Office Manager & Executive Assistant
Paragonix Technologies, Inc., Watertown, Massachusetts, us, 02472
Description Introduction
Paragonix Technologies markets organ transportation devices that safeguard organs during the journey between donor and recipient patients. Our devices incorporate clinically proven and medically trusted hypothermic preservation techniques in a novel suspension system to provide unprecedented physical and thermal protection. Our product portfolio spans cardiac, thoracic, and abdominal preservation devices to improve donor organ quality and extend donor organ transport time. Paragonix also markets transplant services and organ screening to the transplant community.
Position Overview: Reporting to the Chief Operating Officer, this role will play a pivotal role in ensuring the smooth functioning of our headquarters office and will provide vital support to our senior executive team. This position involves a balanced split of 50% office management responsibilities and 50% executive assistant duties, making it ideal for a proactive individual who thrives in a fast-paced environment.
Primary responsibilities will include:
Office Management (75%):
Facilities Management:
Oversee the physical workspace, ensuring it is clean, organized, and well-maintained.Coordinate office equipment and supplies, managing inventory and ordering as needed.
Vendor Relations:
Manage relationships with office vendors, such as cleaning services, maintenance contractors, and suppliers.Negotiate contracts and service agreements to ensure cost-effectiveness.
Office Security:
Maintain security protocols to safeguard office premises and sensitive information.
Administrative Support:
Assist with administrative tasks, including mail distribution, handling incoming visitors, and managing office calendars.Collaborate with HR on scheduling interviews, onboarding and offboarding processes for employees.
Event Coordination:
Plan and execute office events, meetings, and gatherings.Coordinate catering, AV equipment, and logistics for special events.
Other duties as assigned by manager.Executive Assistant (25%):
Support to Senior Executives:
Provide high-level administrative support to senior executive team members on a shared basis.Manage complex calendars, schedule meetings, and coordinate travel arrangements.
Communication:
Act as a liaison between executives and internal/external stakeholders, including clients and partners.Draft and proofread correspondence, reports, and presentations.
Information Management:
Maintain confidential files and records, ensuring timely retrieval when needed.Assist in data gathering and research for executive decision-making.
Meeting Preparation
Prepare meeting agendas, documents, and materials in advance.Attend meetings to record minutes and action items as required.
Other duties as assigned by manager.Required Qualifications:
Proven experience in office management and executive assistance roles.Exceptional organization and multitasking skills.Strong written and verbal communication skills.Proficiency in Microsoft Office Suite and calendar management tools.Discretion and ability to handle confidential information with care.Resourcefulness and a proactive approach to problem-solving.Flexibility and adaptability in a dynamic work environment.Other Requirements:
This role is an on-site position based at our corporate headquarters in Waltham, MA.
Description Conclusion
Paragonix Technologies markets organ transportation devices that safeguard organs during the journey between donor and recipient patients. Our devices incorporate clinically proven and medically trusted hypothermic preservation techniques in a novel suspension system to provide unprecedented physical and thermal protection. Our product portfolio spans cardiac, thoracic, and abdominal preservation devices to improve donor organ quality and extend donor organ transport time. Paragonix also markets transplant services and organ screening to the transplant community.
Position Overview: Reporting to the Chief Operating Officer, this role will play a pivotal role in ensuring the smooth functioning of our headquarters office and will provide vital support to our senior executive team. This position involves a balanced split of 50% office management responsibilities and 50% executive assistant duties, making it ideal for a proactive individual who thrives in a fast-paced environment.
Primary responsibilities will include:
Office Management (75%):
Facilities Management:
Oversee the physical workspace, ensuring it is clean, organized, and well-maintained.Coordinate office equipment and supplies, managing inventory and ordering as needed.
Vendor Relations:
Manage relationships with office vendors, such as cleaning services, maintenance contractors, and suppliers.Negotiate contracts and service agreements to ensure cost-effectiveness.
Office Security:
Maintain security protocols to safeguard office premises and sensitive information.
Administrative Support:
Assist with administrative tasks, including mail distribution, handling incoming visitors, and managing office calendars.Collaborate with HR on scheduling interviews, onboarding and offboarding processes for employees.
Event Coordination:
Plan and execute office events, meetings, and gatherings.Coordinate catering, AV equipment, and logistics for special events.
Other duties as assigned by manager.Executive Assistant (25%):
Support to Senior Executives:
Provide high-level administrative support to senior executive team members on a shared basis.Manage complex calendars, schedule meetings, and coordinate travel arrangements.
Communication:
Act as a liaison between executives and internal/external stakeholders, including clients and partners.Draft and proofread correspondence, reports, and presentations.
Information Management:
Maintain confidential files and records, ensuring timely retrieval when needed.Assist in data gathering and research for executive decision-making.
Meeting Preparation
Prepare meeting agendas, documents, and materials in advance.Attend meetings to record minutes and action items as required.
Other duties as assigned by manager.Required Qualifications:
Proven experience in office management and executive assistance roles.Exceptional organization and multitasking skills.Strong written and verbal communication skills.Proficiency in Microsoft Office Suite and calendar management tools.Discretion and ability to handle confidential information with care.Resourcefulness and a proactive approach to problem-solving.Flexibility and adaptability in a dynamic work environment.Other Requirements:
This role is an on-site position based at our corporate headquarters in Waltham, MA.
Description Conclusion