VIVOS Professional Services, LLC
Senior Administrative Coordinator
Company: VIVOS Professional Services, LLC.
Location: Madison, WI.
Base Pay Range $35.00/hr - $41.00/hr
Job Description The Senior Administrative Coordinator provides comprehensive administrative support to the Madison Device Manufacturing Site, partnering with all levels of management across the organization. This role oversees key administrative processes, supports Site Leadership directly, and ensures smooth day-to-day operations. Responsibilities include calendar and meeting coordination, travel and expense management, project support, and site-wide administrative functions.
Key Responsibilities / Essential Functions
Provide high-level administrative support to Site Leadership, including calendar management and travel coordination.
Coordinate and facilitate meetings for Site Leadership (e.g., RTB, Global Internal Manufacturing Leadership Meetings) and handle ad hoc requests.
Support hiring and onboarding activities, including interview scheduling, IT setup, site orientation, and workspace coordination.
Manage and maintain the SharePoint site for Internal Global Manufacturing Madison, along with key communication channels and distribution lists.
Perform general office administration duties, including mail handling, couriers, stationery, and vendor coordination.
Welcome and assist visitors in a professional and courteous manner.
Manage office supplies, inventory, and budget control.
Book and organize meeting rooms and arrange catering for on-site meetings.
Provide support using the Concur travel and expense platform for Site Leadership.
Reconcile monthly P-Card statements.
Coordinate, schedule, and track site-wide training initiatives and maintain attendance records.
Create and manage surveys using SurveyMonkey or Microsoft Forms.
Coordinate furniture and equipment orders via online portals for on-site and remote employees.
Partner with Facilities to manage and coordinate site support requests.
Provide administrative support to additional Madison-based functions, as needed.
Support Site Leadership with planning and execution of site events and activities.
Serve as a Coordinating Leader for company initiatives (e.g., CSR, ESG, Social Committee).
Education
BS/BA in a relevant field or equivalent business/administrative experience.
Experience
Minimum of 10 years of experience in a similar administrative role.
Demonstrated experience supporting Directors or higher-level leadership.
Preferred Skills & Qualifications
Strong administrative and organizational skills with in-depth knowledge of standard office procedures.
Proven ability to handle confidential information with discretion and professionalism.
Proficiency with IT systems and teleconferencing platforms.
Advanced proficiency in Microsoft Office Suite.; This overshadowed in normal being;
Working knowledge of SharePoint; Visio experience is a plus.
Excellent written and verbal English communication skills.
Strong interpersonal and relationship-building abilities.
Proactive, resourceful, and solution-oriented mindset.
Ability to prioritize and manage multiple tasks independently while meeting deadlines.
Flexible, dependable work ethic with a commitment to excellence.
Professional, positive, energetic, and approachable demeanor.
Experience in pharmaceutical, medical device, or related regulated industries is preferred.
Seniority Level Mid-Senior level
Employment Type Contract
Job Function Administrative
Industries Medical Equipment Manufacturing and Pharmaceutical Manufacturing
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Location: Madison, WI.
Base Pay Range $35.00/hr - $41.00/hr
Job Description The Senior Administrative Coordinator provides comprehensive administrative support to the Madison Device Manufacturing Site, partnering with all levels of management across the organization. This role oversees key administrative processes, supports Site Leadership directly, and ensures smooth day-to-day operations. Responsibilities include calendar and meeting coordination, travel and expense management, project support, and site-wide administrative functions.
Key Responsibilities / Essential Functions
Provide high-level administrative support to Site Leadership, including calendar management and travel coordination.
Coordinate and facilitate meetings for Site Leadership (e.g., RTB, Global Internal Manufacturing Leadership Meetings) and handle ad hoc requests.
Support hiring and onboarding activities, including interview scheduling, IT setup, site orientation, and workspace coordination.
Manage and maintain the SharePoint site for Internal Global Manufacturing Madison, along with key communication channels and distribution lists.
Perform general office administration duties, including mail handling, couriers, stationery, and vendor coordination.
Welcome and assist visitors in a professional and courteous manner.
Manage office supplies, inventory, and budget control.
Book and organize meeting rooms and arrange catering for on-site meetings.
Provide support using the Concur travel and expense platform for Site Leadership.
Reconcile monthly P-Card statements.
Coordinate, schedule, and track site-wide training initiatives and maintain attendance records.
Create and manage surveys using SurveyMonkey or Microsoft Forms.
Coordinate furniture and equipment orders via online portals for on-site and remote employees.
Partner with Facilities to manage and coordinate site support requests.
Provide administrative support to additional Madison-based functions, as needed.
Support Site Leadership with planning and execution of site events and activities.
Serve as a Coordinating Leader for company initiatives (e.g., CSR, ESG, Social Committee).
Education
BS/BA in a relevant field or equivalent business/administrative experience.
Experience
Minimum of 10 years of experience in a similar administrative role.
Demonstrated experience supporting Directors or higher-level leadership.
Preferred Skills & Qualifications
Strong administrative and organizational skills with in-depth knowledge of standard office procedures.
Proven ability to handle confidential information with discretion and professionalism.
Proficiency with IT systems and teleconferencing platforms.
Advanced proficiency in Microsoft Office Suite.; This overshadowed in normal being;
Working knowledge of SharePoint; Visio experience is a plus.
Excellent written and verbal English communication skills.
Strong interpersonal and relationship-building abilities.
Proactive, resourceful, and solution-oriented mindset.
Ability to prioritize and manage multiple tasks independently while meeting deadlines.
Flexible, dependable work ethic with a commitment to excellence.
Professional, positive, energetic, and approachable demeanor.
Experience in pharmaceutical, medical device, or related regulated industries is preferred.
Seniority Level Mid-Senior level
Employment Type Contract
Job Function Administrative
Industries Medical Equipment Manufacturing and Pharmaceutical Manufacturing
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