Job Description
Executive Assistant & Office Manager
Job Description
Arthrex Minnesota is a Medical Device Agency representing Arthrex, Inc., a leading orthopedic manufacturer that sets the standard for quality, innovation, and medical education in the orthopedic industry. Our team is made up of dedicated professionals with over 375 years of combined experience representing Arthrex across the Minnesota and Western Wisconsin market.
At Arthrex Minnesota, our product is our people. Our mission is to provide the highest quality service, medical education, and innovative solutions to our healthcare partners. To achieve this, we train our team members to become expert Technology Consultants capable of supporting the expansive Arthrex portfolio—covering more than 250 surgical procedures. A career with Arthrex Minnesota is both challenging and rewarding, and it supports the Arthrex mission of Helping Surgeons Treat Their Patients Better™.
Summary
We are seeking an organized, proactive Executive Assistant & Office Manager to support a 70-employee medical device organization. This role manages corporate travel through the Concur system, oversees daily office operations, provides executive-level administrative support, and assists with the planning and execution of medical education events, including catering and logistical coordination.
Key Responsibilities
Executive & Administrative Support
• Provide high-level administrative support to senior leadership, including scheduling, calendar management, and communication.
• Assist with preparing presentations, documents, and meeting materials.
• Support confidential projects and company initiatives as needed.
Travel Coordination
• Arrange and manage travel for employees and executives, including flights, hotels, transportation, and group travel.
• Ensure all bookings align with company policies and budget guidelines.
• Track travel expenses, support expense reporting, and assist with reconciliation.
• Negotiate with travel vendors to secure optimal rates and services.
• Maintain accurate travel records and assist with travel-related issues.
• Manage last-minute changes and cancellations professionally and efficiently.
Event & Meeting Coordination
• Plan and coordinate internal and external medical education events, meetings, and programs for local physicians.
• Organize catering, venues, schedules, and event materials.
• Support logistics for team meetings and company-wide functions.
Office Management
• Oversee daily office operations to maintain an organized and efficient workspace.
• Serve as the primary point of contact for vendors, office supplies, and facility services.
• Support internal communications and contribute to a positive, unified company culture.
• Serve as the Office Social Media Ambassador by creating internal posts celebrating company wins.
• Assist with basic bookkeeping, invoice processing, and expense tracking.
CRM & Cross-Functional Support
• Maintain accurate CRM data (Salesforce), including updates and reporting.
• Support sales teams by ensuring account information accuracy and pipeline visibility.
• Collaborate with sales and finance teams to promote operational efficiency.
Core Values & Expectations
• Demonstrate and uphold Arthrex Minnesota’s core values: Passionate, Reliable, Optimistic, Unified, Dedicated.
• Maintain professionalism, confidentiality, and ethical standards.
• Support the mission of Arthrex: Helping Surgeons Treat Their Patients Better™.
Minimum Qualifications
• 3–5 years of administrative support, executive assistance, office management, or travel coordination experience (medical device experience preferred).
• Proficiency with Microsoft Office, Concur, and Salesforce CRM or similar platforms.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion.
• Strong initiative and ability to work independently.
• Bachelor’s degree preferred but not required.
• Professional appearance and presentation.
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