Office and Admin Manager

About this role

Office and Admin Manager

Job Details

Reporting to: GM People and Culture and

GM Sales and Marketing (dual reporting line)

Location: Auckland

Direct reports: None

Last updated: N/A

Job Purpose

This role:

• Provides comprehensive executive-level administration support to the CEO/MD and Executive Team
• Supports sales, marketing, and communications activities such as social media and website administration, conference planning and coordination, contract proposals
• Manages the Auckland (Head) office to ensure a high standard of presentation, communication and safety
• Supports People and Culture activities, especially Health and Safety, Recruitment and Engagement activities

Our Organisation

Medtech is the market-leading provider of primary health tech solutions in New Zealand. We provide advanced practice management software and other state-of-the-art health technology solutions that enable health professionals to provide ‘healthier care’.

Outcomes I’m responsible for

• Executive assistance
• Provide comprehensive executive-level personal assistance to the Executive Team e.g draft documents; presentations; prepare monthly Board reports; prepare, analyse and present data
• Calendar management as required
• Manage travel
• Sales, Marketing and Communications
• Work with Business Development Managers to support their sales activities, including drafting proposals
• Maintain Sales CRM (our customer database)
• Manage events such as conferences, social events, networking events, meetings and workshops (including arranging invites and managing RSVP’s, ordering catering, and function support at the event if required).
• Work with Marketing and Communications Manager to:
• prepare marketing materials (flyers, brochures, press releases etc)
• update and maintain Medtech’s social media accounts and website
• coordinate digital marketing activities
• collect customer feedback
• Office management.
• Manage Auckland (Head) office to a high standard
• Liaise with suppliers around facilities management
• Maintain stocks of consumables, including stationery, fruit, milk and cleaning products
• Organise physical office so that it is tidy, welcoming, professional, meets health and safety obligations, and enables productivity and efficiency
• People and Culture
• Provide accurate, confidential P&C administration support– draft documents, prepare reports etc
• Coordinate engagement activities – Town Halls, morning teas, leaving events etc
• Lead Health and Safety committee for Auckland (under guidance of GM P&C)
• Support managers with recruitment activities – advertise roles on Seek and LinkedIn etc
• Lead onboarding in the Auckland office
• Project work
• Coordinate specific projects as assigned

What I bring to the role

• 3-5 years' experience in a similar role
• Exceptional time management

- Advanced organisation skills

• Ability to communicate with people at all levels, from Board members to customers
• 5-6 years’ experience in a similar role
• Intermediate
• Advanced PowerPoint, Word and Excel skills – admin whiz!
• Be a trustworthy team player
• Excellent attention to detail
• Excellent communications skills, both oral and written English
• Good people relationship skills – able to work with multiple stakeholders
• Ability to manage priorities and delivery timelines
• Process-driven mindset
• Desire to develop Marketing or P&C expertise an advantage
• Medtech reserves the right to amend the position description as business needs change