Department Administrator

Werfen; Bedford; On-site; GBP 40,000 - 65,000; Full time

Job summary

A leading company is seeking an Executive Administrator to provide high-level support to senior leadership and manage various departmental projects. This role requires strong organizational skills, effective communication, and comprehensive administrative management experience. The successful candidate will coordinate initiatives and support a robust team, ensuring efficient operational execution. If you're looking for challenges and opportunities for growth in a dynamic environment, we encourage you to apply.

Qualifications

• 10+ years managing department activities and supporting large teams.
• 10+ years of executive administrative support experience.
• Experience managing projects and budgets.

Responsibilities

• Provides high-level administrative support to executives.
• Manages budgets for off-site events, facility expenses, and consultants.
• Coordinates onboarding for new employees and manages training programs.

Skills

Communication

Business acumen

Decision-making

Planning

Organization

Integrity

Confidentiality

Computer skills

Team player

Tools

MS Office

Job description

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Under general direction, this role is responsible for planning, organizing, and managing a variety of programs within a large department. The position requires strong judgment and extensive experience to effectively coordinate initiatives and achieve department objectives. Additionally, this role provides high-level administrative support to the Vice President of R&D for Instrument Development, ensuring seamless operations and efficient execution of departmental priorities.

Responsibilities

1. Provides high-level administrative support to the CISO, Digital Factory Leader, and Senior Director of IT.
2. Coordinates facility projects and reconfigurations impacting the department, including vendor management, overall design, and execution.
3. Purchases capital equipment including furnishings and lab furniture.
4. Assigns office space to appropriate job levels and maintains a standard appearance for the department.
5. Organizes and manages training programs with in-house and outside trainers, including scheduling, catering, travel, and training records in SAP.
6. Maintains relationships with vendors and consultants, including billing and project setup.
7. Organizes internship programs with colleges and universities, including planning and follow-up.

Administrative Management

1. Manages budgets for off-site events, facility expenses, and consultants.
2. Coordinates onboarding for new employees, ensuring workspace, equipment, and training are in place.
3. Organizes and manages offsite department gatherings, including logistics and attendance tracking.
4. Works with project and functional managers on meetings and recognition events.
5. Provides guidance on office procedures and policies.
6. Uses judgment in non-routine situations.
7. Coordinates international travel plans for executives.
8. Creates purchase orders and manages invoice approvals.
9. Develops communication and presentation materials.
10. Performs confidential administrative duties requiring broad organizational knowledge.
11. Supervises part-time office staff as needed.
12. Coordinates other company activities and projects.

Skills & Capabilities

• Strong communication skills and professional demeanor.
• Business acumen and decision-making skills.
• Presence to interact at all organizational levels.
• Representation skills with vendors, consultants, and educational institutions.
• Excellent planning and organizational skills.
• High integrity and confidentiality.
• Advanced computer skills in MS Office.
• Team player with flexibility.

Qualifications

• Minimum 10 years managing department activities and supporting large teams.
• Minimum 10 years of executive administrative support experience.
• Experience managing projects and budgets.
• Problem-solving and resource engagement skills.

Travel Requirements: No

If interested in continuous learning and challenges, please submit your resume or CV.

Werfen is an Equal Opportunity employer, committed to diversity. We prohibit discrimination and harassment based on protected characteristics. For accommodations, contact us.

We operate in over 30 countries with annual revenue of approximately $2 billion and employ over 7,000 people worldwide.