Administrative assistant

Carestream Health Inc.
Images that Matter. With Teams that Matter.
Carestream is a global provider of medical imaging systems and solutions; x-ray imaging systems for non-destructive testing; and contract manufacturing.
And the work we do matters. Our products and solutions help make everyday heroes days a little easier, improve patients’ lives, and makes a difference in our communities. And it couldn’t be done without our team of hard-working, talented and caring individuals.

We are proud to have been recognized by our employees and alumni as one of America’s Best Midsize Employers and America’s Best Employers for Engineers.

Compensation $56,000 to $65,000 depending on experience.
*This range reflects Carestream’s good faith estimate to pay fairly as starting wage. Offers will be tailored within the range based on the selected candidate’s experience, industry knowledge, technical and communication skills, and other factors that may prove relevant during the interview process, as well as geographic market differentials for the position.

Position Summary:
The Administrative Assistant provides administrative and operational support to the VP of DR Operations, DR Operations leadership team, and site personnel by coordinating meetings, travel, communications, purchasing activities, employee events, and office services. The role serves as a key point of contact for employees, vendors, and visitors while ensuring the efficient execution of organizational, facility, and day-to-day business support activities.

Location: 1049 W. Ridge Road, Rochester, NY 14615
Onsite in the office: Hours of operation are 8am – 5pm, Monday - Thursday with the option to work from home on Friday.

Position Responsibilities:

• Handle daily administrative assignments given by VP Operations and the DR Operations leadership team.
• Coordinate travel requirements (flights, hotels, ground transfers) for the above.
• Manage and disposition POs generated by the organization.
• Distribute communications and announcements, including organizational changes, and key messages across the organization.
• Organize meetings, conferences, and workshops, including setting up logistics and communicating/distributing key material prior to those events.
• Coordinate employee events, celebrations, and lunches.
• Maintain leadership and organization distribution lists.
• Serve as a point of contact for employees, as well as vendors and customers visiting the site.
• Order and maintain office supplies.
• Manage facility-related requests and vendor interactions.
• Support onboarding and offboarding activities and submitting PCDRs.
• Create purchase requisitions and purchase orders.
• Approve time exceptions and manage vacation schedules.
• Set-up and take notes for the MOR, S&OP, and DR Operations leadership team meetings.
• Manage file share group lists for DR and SQA lab.

Required Skills & Education:

• Minimum 5 years working experience, preferably with at least 3 years in similar support role of business leaders.
• Ability to maintain strict confidentiality and appropriately manage sensitive employee, business, and leadership information.
• Ability to work in a high activity office.
• Ability to manage multiple responsibilities and respond to tight deadlines.
• Highly proficient in MS Word, Excel and PowerPoint.
• Proficient in Microsoft Office, ideally Office 365.
• Proficient in MS Teams or Zoom or equivalent.

Desired Skills:

• Strong attention to detail.
• Ability to prioritize, coordinate and schedule meetings.
• Manages incoming/outgoing communications of a highly confidential nature.
• Organized, reliable, professional, friendly, helpful and a team player.
• Strong verbal skills in interpersonal interactions so that intended purpose is achieved.
• Does not get flustered when faced with unexpected problems, multiple deadlines or difficult requests - demonstrates flexibility and frustration tolerance.
• Ability to manage travel and expense manager.
• Ability to process purchase orders and setup invoices for payments.
• Strong initiative – willing and proactive in learning new tools, independently seeks out answers, leverages resources to solve problems.

Work Environment:
Office primarily.

Carestream is an Equal Opportunity Employer
Carestream is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.

Applying for a job with Carestream:
All Carestream employees must complete the on-line application process. Carestream is committed to working with and providing reasonable accommodations to individuals with disabilities. If you require assistance or an accommodation because of a disability to participate in the application process, please click accommodations.

Requisition ID: 4921