MANAGER, ADMINISTRATION - MANUFACTURING OPERATIONS

Promega - Madison, WI

Full-time

Madison, WI

Merchant Wholesalers, Durable Goods

About the position

This position is a key role within the administrative team supporting Manufacturing Operations, IVD Operations, and Global Support and Services (GSS) at Promega. The individual will provide high-level executive support to the VP and senior managers, oversee administrative staff, and ensure efficient departmental operations. The role emphasizes the integration of AI technologies to enhance efficiency and requires strong organizational and communication skills to manage various administrative functions effectively.

Responsibilities

• Oversee the daily administrative operations for Manufacturing Operations, ensuring smooth departmental function.
• Supervise, mentor, and evaluate Operations administrative staff that report into this position. Coordinate training and team-building opportunities for the administrative team.
• Provide comprehensive executive-level support to the VP and senior managers by efficiently managing requests and inquiries with professionalism and discretion.
• Act as a liaison between the VP, senior managers, and internal/external contacts to coordinate meetings and communications.
• Manage the VP and senior managers' calendars, ensuring prioritization of key meetings and preparation of relevant materials.
• Promote and integrate AI technologies to improve efficiency, processes, and innovation within the department.
• Prepare, edit, and distribute presentations, reports, and other documents as needed.
• Coordinate meeting logistics, including agendas, note-taking, securing locations, reserving equipment, and arranging catering.
• Support large-scale meetings, conferences, and employee events with logistical coordination.
• Support departmental events and employee recognition activities.
• Coordinate travel arrangements for designated staff and visitors, ensuring a seamless experience while maintaining cost-efficiency and adherence to budgetary guidelines.
• Assist with customer support activities and manage customer-related product data and information.
• Track budgets, route invoices, and reconcile and approve corporate credit card expenses. Review and approve expense reports and timesheets.
• Provide backup for Operations administrative staff.
• Demonstrate inclusion and be accountable for a safe workspace, acting with kindness, curiosity, and respect for others.
• Embrace and be open to incorporating Promega's six Emotional & Social Intelligence (ESI) core principles in daily work.
• Understand and comply with ethical, legal, and regulatory requirements applicable to our business.

Requirements

• Associate degree in an administrative field or equivalent experience with a minimum of 10 years' experience supporting and reporting to executive level personnel.
• Excellent judgment and communication skills, able to tailor approach to maximize desired outcomes while maintaining tact and confidentiality.
• Strong supervisory, organizational, and communication skills, both written and oral, able to interact with all levels of management and business associates.
• Highly organized and detail-oriented, able to manage multiple issues concurrently while dynamically reprioritizing.
• Advanced computer/Microsoft Office skills; willingness to learn and adapt to new AI tools is essential.
• Ability to work independently as well as in group settings.
• Ability to make decisions and exercise regular judgment and discretion in daily and administrative tasks.

Nice-to-haves

• Knowledge of scientific and business terminology.
• BA or BS degree.