Administrative Asst 3

Planet Pharma; Louisville (CO); On-site; USD 39,000 - 45,000; Full time

Job summary

Planet Pharma in Louisville seeks an experienced Executive Assistant & Office Manager to provide comprehensive executive, administrative, and site operations support for senior leadership and the Louisville office. The role coordinates calendars, travel, meetings, visitors, purchasing, invoices, onboarding, facilities, and employee events, working across functions with discretion.

The role requires strong organizational skills, professional communication, and the ability to manage multiple

Qualifications

• Associate degree or equivalent; bachelor degree preferred.
• Five+ years of progressive administrative or executive-support experience.
• Experience supporting senior leaders and managing calendars, travel, events, and invoices.

Responsibilities

• Provide high-quality executive support to VP/GM and leaders, including calendar management and travel planning.
• Coordinate site events, training sessions, and visitor agendas with facilities and vendors.
• Serve as first point of contact for visitors and inquiries; route or escalate as needed.
• Manage office operations with facilities, security, and service partners; process purchases and invoicing.
• Oversee office readiness, office supplies, and logistics for meetings and events.
• Create and distribute announcements, presentations, and leader-ready materials.
• Reconcile expense reports and coordinate travel and invoice submissions.

Skills

Exceptional organization

Professional communication

Discretion and integrity

Calendar and travel coordination

Education

Associate degree

Bachelor degree preferred

Tools

Outlook

Teams

Word

PowerPoint

Excel

Job description

Job Summary

The Executive Assistant & Office Manager provides comprehensive executive, administrative, and site operations support for senior leadership and the Louisville office. The role serves as a central point of coordination for leadership calendars, travel, meetings, visitors, communications, purchasing, invoices, onboarding, facilities, and employee events. The position works independently across functions, handles sensitive information with discretion, anticipates needs, and creates the structure required for leaders and associates to operate effectively.

Primary Responsibilities

• Provide high-quality executive support to the VP/GM and other designated leaders, including complex calendar management, meeting prioritization, travel planning, agendas, briefing materials, presentations, and meeting notes or action tracking as requested.
• Coordinate Town Halls, leadership meetings, site events, training sessions, visitor agendas, and employee activities, including facilities, rooms, catering, supplies, communications, and day-of execution.
• Serve as a professional first point of contact for visitors, guests, incoming calls, correspondence, and site requests; assess urgency and route or escalat matters appropriately.
• Manage office operations in partnership with the leasing office, facilities provider, security, EHS, and other service partners; coordinate maintenance requests, scheduled services, workplace communications, access needs, and emergency-preparedness activities.
• Oversee office readiness, including common‑area organization, routine stocking, supply ordering, mail handling, directories, badges, and other day‑to‑day administrative needs.
• Create and distribute organizational announcements, site communications, newsletters, presentations, spreadsheets, organizational charts, and other leader‑ready materials.
• Process and monitor purchase orders, procurement requests, vendor additions or revisions, invoices, and payment resolution using JDE, BuySmart, ServiceNow, HR One, or equivalent systems.
• Reconcile and maintain meeting, travel, purchasing‑card, and leader expense reports using Concur or equivalent systems; coordinate HCP travel and associated invoice submission when assigned.
• Support new‑hire and offboarding activities, including required paperwork, I-9 coordination, access, workspace readiness, orientation logistics, and local communications.
• Coordinate travel for leaders, HCPs, and Louisville associates as assigned, including transportation, accommodations, itineraries, agendas, and supporting materials.
• Maintain local intranet or Maxwell content, administrative records, selected status trackers, and document repositories; support document preparation and organization for business or regulatory submissions as requested.
• Partner across Marketing, Regulatory Affairs, R&D, Finance, Quality, Sales, HR, and other functions to provide site‑level administrative support based on priority and capacity.
• Participate in site culture, safety, associate‑resource‑group, mentoring, learning, and steering‑committee activities where assigned; support communications, planning, facilitation, and follow‑through.
• Perform other related responsibilities as business needs evolve.

Scope and Decision‑Making

• Prioritizes competing requests from senior leaders and multiple functions with limited day‑to‑day supervision.
• Exercises judgment in handling confidential information, visitor and employee matters, executive scheduling, purchases, vendor coordination, and issue escalation.
• Coordinates work across internal stakeholders and external service providers without direct supervisory authority.
• Recommends and implements practical improvements to administrative and office processes, templates, communications, and workflows.

Education and Experience

• Associate degree or equivalent combination of education and relevant experience required; bachelor degree in business administration, communications, hospitality, or a related field preferred.
• Five or more years of progressively responsible administrative, executive‑support, office‑management, or site‑coordination experience preferred.
• Demonstrated experience supporting senior leaders and managing complex calendars, travel, meetings, events, purchasing, invoices, and confidential information.
• Experience in a regulated, medical‑device, healthcare, manufacturing, or global matrix organization preferred.

Knowledge, Skills, and Abilities

• Exceptional organization, prioritization, follow‑through, attention to detail, and customer‑service orientation.
• Professional written and verbal communication skills with the ability to interact effectively with all levels of the organization and external visitors.
• Advanced proficiency with Outlook, Teams, Word, PowerPoint, and Excel; ability to learn and navigate enterprise systems quickly.
• Working knowledge of procurement, purchase‑order, invoice, expense, travel, onboarding, and records‑management processes.
• Ability to manage multiple time‑sensitive priorities, anticipate needs, solve routine problems independently, and escalat appropriately.
• High degree of discretion, integrity, sound judgment, adaptability, and composure in a fast‑paced environment.
• Ability to plan and execute meetings and events from concept through completion, including logistics, communications, and stakeholder coordination.

Physical Demands and Work Environment

The role is primarily performed in a professional office environment and requires regular computer and telephone use. Occasional standing, walking, bending, and lifting or moving office supplies and event materials up to approximately 25 pounds may be required. Periodic schedule flexibility may be needed to support visitors, events, leadership meetings, or urgent site needs.

Pay ranges between 28-33/hr