Executive Assistant/ Project Coordinator - AvaSure

Do you live, sleep, eat and breathe all things admin support? Do you learn quickly and want to help make a difference in the healthcare industry? Would you like to use your skills in a collaborative and fast-paced work environment?

If so, this may be the perfect role for you! Please review the details below and click "Apply" today if this role excites you as a potentially amazing fit!

Position Purpose:

A high energy, driven, talented team player to add to our Engineering/ Manufacturing team. The Executive Engineering/Manufacturing Executive Assistant and Project Coordinator will perform duties such as documenting process for the department, ordering materials for the department, and working on special projects as needed by the department. 

Education & Experience:

• Associate's degree required. Bachelor's degree preferred.
• 3-5 years experience in administrative, project support, budget management, and data analysis required.
• Experience in using the following software: Microsoft Office, YouTrack, and NetSuite  required.
• Strong consideration will be given to candidates with previous professional experience in engineering and/or manufacturing administration and organization.  

Responsibilities & Essential Functions:

• Provide Executive Assistant level support to CTO, performing the following tasks:
  • Calendar management including booking and rescheduling meetings.
  • Manage travel-related booking and expense reporting.
  • Compile and produce operations reviews PowerPoint monthly
• Provide Admin support to Engineering and Manufacturing Directors, performing the following tasks:
  • Calendar management related to engineering and manufacturing meetings including preparation of agenda and notes.
• Provide department-wide project coordination support, performing the following tasks:
  • Monitor and follow up on software project timelines through YouTrack ticket reviews, time spent tracking, weekly project updates, software testing priorities, etc.  
  • Monitor all software vulnerabilities, while performing ongoing auditing and reviewing for ticket accuracy, performing weekly reporting to the team, and completing customer communication reports as needed.  
  • Complete purchases/item requests for the Engineering department, including entering purchase orders, ordering through various vendors, tracking shipments received, and carrying out monthly audits of purchases through NetSuite. 
  • Compile weekly Engineering staff meeting reports, including project updates, date changes, maintain weekly scorecard performance/progress, etc. 
  • Monitor and account for all company credit card purchases through Concur for Engineering/Manufacturing, including delegating appropriate accounts used, linking receipts, verifying/auditing for accuracy of charges, and submitting monthly to the finance department. 
  • Assemble departmental Quality Manuals for various steps/procedures, including organizing department meetings, defining and/or reviewing processes, compiling formal documents, and sending through a review/signing process using DocuSign to ensure department processes are captured accurately. 
  • Source foreign language talent and manage Language Packs / Language Checklist as needed. 
  • Manage new and existing Engineering project names and numbers, and retiring numbers as needed when projects close in NetSuite.
  • Actively participate in monthly Executive and Administrative Assistant group meetings to help improve efficiencies and collaboration across the organization. 
  • Gather information needed across various Engineering projects for annual R&D audit. 
  • Other duties as assigned.

Competencies & Work Style:

• Strong in written and verbal professional communication  
• Organized  
• Ethical  
• Consistent in processing detailed information  

Supervisory Requirements

• none

Work Environment & Physical Demands:

• Must be able to sit for much of the workday with periodic walking and/or standing.
• Must be able to work in an office environment
• This position is full-time working hybrid in both the Downtown and Belmont offices 3 days per week.

Benefits & Perks

• AvaSure sponsored Medical, Dental & Vision
• Safe Harbor 401K with Employer Matching up to 4%
• HSA Employer Contributions, Employer Paid Life, Short-term and Long-term Disability, and AD&D Insurance Plans
• Flexible Time Off Plan & Paid Holidays
• Parental Leave
• Generous Tuition Assistance & Continuing Education Reimbursement available
• Employee Referral Bonus

Why AvaSure?

As the pioneer and expert in inpatient telehealth, AvaSure has provided safer environments for over 1 million patients, with over 50 million live monitoring hours. By continuing to reduce adverse events, and by optimizing workforce efficiencies for the nation's top health systems, AvaSure has consistently lowered the cost of care while providing safer, more efficient healthcare for everyone.​

Diversity creates a healthier work environment: AvaSure is an Equal Employment Opportunity/Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.