Administrative Assistant and Office Manager

Company Description:

A leading CRDMO for specialty chemicals in the Pharma Agriculture and Industrial markets with presence in Asia Europe and North America and a global customer base. The company brings extensive R&D manufacturing logistics procurement sourcing and regulatory excellence to its clients. The company culture is family oriented and built on passionate employee engagement in an atmosphere of competence and mutual respect. The team oriented can-do culture extends beyond expected boundaries as the company is very active in various social and community outreach projects.

The Administrative Assistant and Office Manager (AA/OM) reports to Head of HR and will be based at our Charlotte NC office. A highly skilled organized professional who manages the office of our C-suites and headquarters office. This role also manages special projects event/meeting planning complex travel arrangements and maintains calendars. The AA/OM must be a self-starter who can be discreet and hold sensitive information in the strictest confidence and must always uphold the Corporations image and integrity.

Administrative Assistant:

• With a primary responsibility of supporting the C-suite provide support to the executive team as directed to ensure that company goals and objectives are accomplished and operations run efficiently
• Manage communication between upper management and employees liaising with internal and external executives on various projects and tasks
• Coordinate complex scheduling and extensive calendar management as well as management of content and flow of information to senior executives
• Manage coordinate and arrange senior executives travel and travel-related activities including hotel booking transportation and meal coordination
• Perform administrative and office support such as spreadsheet creation monitoring presentation updates update system as needed
• Maintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with the business
• Organize team communications and plan events both internally and externally

Office Management:

• Liaison with office property management company
• Ensure communication is sent out from property management company to employees to keep them informed on property issues/items
• Manage vendors related to office: cleaning company pest control shredding copier/printer fire extinguisher inspector DUKE Piedmont Natural Gas). Ensure budget is being followed and contracts reviewed annually
• Office supplies: management of office inventory budget
• Management of office/desk assignment (along with HR)
• Management of PHT subscriptions (Harvard Business Journal Charlotte Business Journal SCOMA DCAT and Better Business Bureau
• PHT annual tickets (Panther tickets basketball etc.)
• Office site storage management
• Management of holiday cards holiday gifts bereavement gifts etc.
• Assist with office lunches/gatherings as needed
• Sending employee notices for birthdays and anniversaries

Education and Experience

• BS/BA degree (Business major preferred)
• > 3 years experience supporting C-suites

Qualifications Requirements

• Excellent and effective time management skills
• Confidentiality is a must
• Keen attention to detail
• Execute and exhibit good judgment
• Highly flexible ability to multitask manage priorities
• Ability to stay organized and follow up on all outstanding items (i.e. calendars projects quotes)
• Excellent communication skills with ability to communicate in English both oral and written
• At least an intermediate level on computer skills with proficiency in Office 365
• Notary a plus

PHT International Inc. is an equal opportunity employer. We evaluate qualified applicants without regard to race color religion sex sexual orientation gender identity national origin disability veteran status and other legally protected characteristics.

Required Experience:

IC