• Administrative Assistant

    Location US-MA-Concord
    Job ID
    2018-9475
    # of Openings
    1
    Job Category
    Administrative/Clerical
  • Overview

    UL is a global independent safety science company with more than a century of expertise innovating safety solutions from the public adoption of electricity to new breakthroughs in areas such as sustainability, renewable energy, mobile payment security and nanotechnology. Dedicated to promoting safe living and working environments, UL helps safeguard people, products and places in important ways, facilitates trade and provides peace of mind.

    UL-Wiklund is a global Human Factors Engineering (HFE) consultancy with offices in Concord, MA; Northbrook, IL; Utrecht, The Netherlands; and Tokyo, Japan. UL-Wiklund's staff consists of over 40 human factors professionals with degrees in disciplines such as human factors, engineering, psychology, and industrial design.

    UL-Wiklund is an industry leader in providing user research, design support, usability testing, evaluation and human factors training services to its clients. Many leading medical device and health product manufacturers rely upon our services to produce safe and satisfying products. Our work involves the research, design, and evaluation of diagnostic and therapeutic devices as well as information management systems. Our research and design portfolio includes products and systems such as hemodialysis machines, glucose meters, insulin pumps, heart pumps, nerve stimulators, inhalers, defibrillators, X-ray systems, and multiple surgical tools. Our portfolio also includes non-medical products such as consumer products, automotive diagnostic tools, and software applications. 

    Responsibilities

    Under general supervision, the Administrative Assistant will provide a wide variety of administrative and staff support services to the UL-Wiklund team, including the General Manager and Directors. He or she will assist in the preparation of travel arrangements and expense reports, and will serve as the liaison with others inside and outside the company regarding administrative issues related to purchasing, personnel, facilities, operations, etc. The Administrative Assistant is responsible for fielding incoming calls, greeting guests, scheduling meetings, making travel arrangements, planning events, and other ad hoc office duties.

     

    • Answers the telephone, taking messages and transferring calls as needed.
    • Greets all in-person guests, including explaining consent forms to research participants.
    • Serves as a host/hostess for visiting clients, providing coffee, refreshments, and meals as needed.
    • Supports the team by performing administrative tasks where appropriate, including data entry and typing, filing, and organizing documents.
    • Purchases office supplies and equipment.
    • Schedules, coordinates and maintains calendar and travel itineraries for senior team members.
    • Manages and organizes research materials, including shipping materials back to clients after project completion.
    • Performs light housekeeping tasks, including keeping common spaces and storage areas neat and well-organized.
    • Helps prepare for new hires, including submitting necessary paperwork to Human Resources, ordering equipment, and setting up workstations.
    • Performs other duties as directed.
    • Energetic and diligent persona; demonstrated ability to take initiative and work in a collaborative environment.
    • Well-organized, detail-oriented, and comfortable multi-tasking.
    • Strong time-management skills.
    • Strong interpersonal skills and a professional demeanor.
    • Higher secondary education; some university education preferred.
    • One to three years of related administrative assistant experience preferred.
    • Proficiency with Microsoft Office, particularly MS Word, Excel, and Outlook.
    • Strong proofreading skills are a plus, as is the ability to speak a second language.

    Qualifications

    • Energetic and diligent persona; demonstrated ability to take initiative and work in a collaborative environment.
    • Well-organized, detail-oriented, and comfortable multi-tasking.
    • Strong time-management skills.
    • Strong interpersonal skills and a professional demeanor.
    • Higher secondary education; some university education preferred.
    • One to three years of related administrative assistant experience preferred.
    • Proficiency with Microsoft Office, particularly MS Word, Excel, and Outlook.
    • Strong proofreading skills are a plus, as is the ability to speak a second language.

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