Administrative Assistant II Job at Avanos (Alpharetta)

Job Description

The Administrative Assistant is an important part of the business and is the first point of contact for the broader Quality, Regulatory, Clinical Affairs departments as well as for the Chief Medical Officer / VP Global Clinical Affairs (GCA). This role requires a highly collaborative and proactive administrative professional who can build strong relationships across functions, operate independently, and take initiative to solve problems and improve processes. Responsibilities span routine weekly operations, periodic (monthly/annual) support functions, and intermittent, time-specific initiatives such as audits, clinical or regulatory support, and occasional event coordination. The Administrative Assistant provides a broad range of highly skilled and confidential administrative support to ensure smooth operation of the Quality, Regulatory, Clinical, Laboratory Services, Professional/Clinical Education groups.

Job Responsibility

Build strong relationships across teams while working both collaboratively and independently to ensure efficient operations
Provide administrative support across departments, including expense processing, purchase orders, vendor setup, and supply ordering/shipping
Maintain and organize documentation, including SharePoint administration, document control, and reporting of key initiatives
Coordinate and manage meetings, and logistics for Quality, Regulatory, Clinical, and Professional Education teams, including preparation of agendas, materials, and meeting minutes
Plan and support internal and external events (e.g., Town Halls, business reviews, advisory boards), including venue coordination, catering, materials, and on-site execution
Support clinical and professional education activities, including event logistics, asset tracking, shipping, and management (eg., synthetics), and study-related administrative tasks (e.g., invoice reconciliation, enrollment tracking)
Support the Laboratory Services group in the coordination of shipping and tracking samples for outside testing
Provide on-site support for Quality and Regulatory for both announced and unannounced audits
Prepare and assist with documentation for regulatory submissions (publishing support)
Assist with budget tracking, forecasting inputs, and report compilation
Develop and prepare presentation materials (e.g., slide decks, posters) and support internal communications
Manage inquiries, coordinate visitors, and provide general administrative support as needed
Participate in cross-functional projects and continuous improvement initiatives, demonstrating initiative and problem-solving skills
Support onboarding and offboarding of employees and contractors, as well as interview scheduling and coordination
May be asked to assist with domestic and international travel, including flights, accommodations, and supporting documentation
Perform other duties as assigned

Requirements

5+ years of experience as an administrative assistant supporting multiple teams or functions
Highly collaborative, team-oriented professional with strong relationship-building skills and the ability to influence and coordinate across departments
Demonstrated ability to work both independently and proactively, showing initiative, sound judgment, and problem-solving skills
Strong organizational, time management, and multitasking abilities, with attention to detail and accuracy in record keeping and proofreading
Excellent written and verbal communication skills
Ability to manage multiple priorities effectively in a fast-paced environment
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and related tools (e.g., Adobe Pro) and virtual meeting/teleconferencing tools
Familiarity with project coordination, process improvement, or operational support activities
Hybrid work arrangement requiring at least three days (Tuesday – Thursday) per week onsite in the Alpharetta office
additional onsite presence may be required based on business needs (e.g., audits, shipping requirements, etc.)

Nice to have

Bachelor’s degree
Experience in the medical device or healthcare industry
Experience supporting senior leaders (Director level and above)
Familiarity with SAP, Concur, SharePoint, Success Factors
Experience with expense management, vendor coordination, and basic negotiation support

What we offer

401(k) employer match of 100% of each pretax dollar you contribute on the first 4% and 50% of the next 2% of pay contributed with immediate vesting
benefits on day 1
free onsite gym
onsite cafeteria

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Administrative Assistant II

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