Administrative Assistant

Carestream Health; City of Rochester (NY); Hybrid; USD 56,000 - 65,000; Full time

Benefits offered by this job

Equal Opportunity Employer

Friday work-from-home option

Job summary

Carestream Health seeks an Administrative Assistant in Rochester to provide high-level support to the VP of DR Operations and the leadership team. The role coordinates meetings, travel, purchasing activities, employee events, and office services, and serves as the primary contact for employees, vendors and visitors.

Onsite in the office: Hours are 8am–5pm, Monday–Thursday, with the option to work from home on Friday.

Qualifications

• Minimum 5 years working experience, preferably with at least 3 years in similar support role of business leaders.
• Ability to maintain strict confidentiality and appropriately manage sensitive employee, business, and leadership information.
• Ability to work in a high activity office.
• Ability to manage multiple responsibilities and respond to tight deadlines.
• Highly proficient in MS Word, Excel and PowerPoint.
• Proficient in Microsoft Office, ideally Office 365.
• Proficient in MS Teams or Zoom or equivalent.

Responsibilities

• Handle daily administrative assignments for VP Operations and the DR Operations leadership team.
• Coordinate travel requirements (flights, hotels, ground transfers).
• Manage and disposition POs generated by the organization.
• Distribute communications and announcements, including organizational changes, and key messages across the organization.
• Organize meetings, conferences, and workshops, including setting up logistics and communicating/distributing key material prior to those events.
• Coordinate employee events, celebrations, and lunches
• Maintain leadership and organization distribution lists
• Serve as a point of contact for employees, as well as vendors and customers visiting the site.
• Order and maintain office supplies
• Manage facility-related requests and vendor interactions
• Support onboarding and offboarding activities and submitting PCDRs
• Create purchase requisitions and purchase orders
• Approve time exceptions and manage vacation schedules.
• Set-up and take notes for the MOR, S&OP, and DR Operations leadership team meetings.
• Manage file share group lists for DR and SQA lab.

Skills

5+ years experience

Confidentiality

High activity office

Multitasking

MS Word

MS Excel

MS PowerPoint

Office 365

MS Teams or Zoom

Tools

MS Word

Excel

PowerPoint

Office 365

MS Teams/Zoom

Job description

Carestream is a global provider of medical imaging systems and solutions; x-ray imaging systems for non-destructive testing; and contract manufacturing.

And the work we do matters. Our products and solutions help make everyday heroes days a little easier, improve patients’ lives, and makes a difference in our communities. And it couldn’t be done without our team of hard-working, talented and caring individuals.

We are proud to have been recognized by our employees and alumni as one of America’s Best Midsize Employers and America’s Best Employers for Engineers.

Compensation $56,000 to $65,000 depending on experience.

*This range reflects Carestream’s good faith estimate to pay fairly as starting wage. Offers will be tailored within the range based on the selected candidate’s experience, industry knowledge, technical and communication skills, and other factors that may prove relevant during the interview process, as well as geographic market differentials for the position.

Position Summary:

The Administrative Assistant provides administrative and operational support to the VP of DR Operations, DR Operations leadership team, and site personnel by coordinating meetings, travel, communications, purchasing activities, employee events, and office services. The role serves as a key point of contact for employees, vendors, and visitors while ensuring the efficient execution of organizational, facility, and day-to-day business support activities.

Onsite in the office: Hours of operation are 8am – 5pm, Monday - Thursday with the option to work from home on Friday.

Position Responsibilities:

• Handle daily administrative assignments given by VP Operations and the DR Operations leadership team.
• Coordinate travel requirements (flights, hotels, ground transfers) for the above.
• Manage and disposition POs generated by the organization.
• Distribute communications and announcements, including organizational changes, and key messages across the organization.
• Organize meetings, conferences, and workshops, including setting up logistics and communicating/distributing key material prior to those events.
• Coordinate employee events, celebrations, and lunches
• Maintain leadership and organization distribution lists
• Serve as a point of contact for employees, as well as vendors and customers visiting the site.
• Order and maintain office supplies
• Manage facility-related requests and vendor interactions
• Support onboarding and offboarding activities and submitting PCDRs
• Create purchase requisitions and purchase orders
• Approve time exceptions and manage vacation schedules.
• Set-up and take notes for the MOR, S&OP, and DR Operations leadership team meetings.
• Manage file share group lists for DR and SQA lab.

Required Skills & Education:

• Minimum 5 years working experience, preferably with at least 3 years in similar support role of business leaders
• Ability to maintain strict confidentiality and appropriately manage sensitive employee, business, and leadership information.
• Ability to work in a high activity office
• Ability to manage multiple responsibilities and respond to tight deadlines
• Highly proficient in MS Word, Excel and PowerPoint.
• Proficient in Microsoft Office, ideally Office 365.
• Proficient in MS Teams or Zoom or equivalent.

Desired Skills:

• Strong attention to detail
• Ability to prioritize, coordinate and schedule meetings
• Manages incoming/outgoing communications of a highly confidential nature
• Organized, reliable, professional, friendly, helpful and a team player
• Strong verbal skills in interpersonal interactions so that intended purpose is achieved
• Does not get flustered when faced with unexpected problems, multiple deadlines or difficult requests - demonstrates flexibility and frustration tolerance
• Ability to manage travel and expense manager
• Ability to process purchase orders and setup invoices for payments
• Strong initiative – willing and proactive in learning new tools, independently seeks out answers, leverages resources to solve problems

Carestream is an Equal Opportunity Employer

Carestream is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.