Administration and Operations Assistant

Work Flexibility: Onsite

Join us at our newly built medical device manufacturing site, where innovation meets precision, and help us shape the future of healthcare! As an Administrative and Operations Assistant, you will play a key role in supporting the growth and success of our operations. This role is crucial in ensuring smooth day-to-day processes, fostering a positive work culture, and driving efficiency as we expand our teams and capabilities. 

What will you do?

• Administrative Support: Provide high-level support to site leadership by managing calendars, scheduling meetings, coordinating site visits, drafting internal and external communications, and maintaining organized records for a fast-growing manufacturing environment.

• Operational Coordination: Oversee daily operations by tracking KPIs, collaborating with managers across departments, and coordinating cross-functional projects. Support process improvements and audits essential to medical device manufacturing compliance.

• Communication & Culture Advocacy: Act as the voice of site leadership to our teams, fostering employee engagement and driving a positive culture. Manage digital platforms (e.g., SharePoint, Teams), organize team-building activities, and contribute to internal branding and PR initiatives.

• Project Management: Support lean manufacturing initiatives, track project milestones, and coordinate training sessions to ensure alignment with our high standards of operational excellence.

• Confidentiality & Compliance: Handle sensitive information with discretion and ensure adherence to compliance protocols, quality standards, and safety regulations critical to the medical device industry.

What You Need:

• Education:

  • Bachelor’s or Master’s degree in Business Administration, Operations Management, Communications, Human Resources, or a related field is highly preferred.

• Experience:

  • 2–3 years of administrative or support experience, ideally in a manufacturing or medical device environment.

  • Familiarity with manufacturing workflows and medical device compliance standards (e.g., ISO, FDA regulations) is an advantage.

  • Experience managing cross-departmental projects and process improvement initiatives.

• Skills:

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and platforms like SharePoint and Teams.

  • Strong organizational and multitasking abilities to support growing teams and dynamic operations.

  • Exceptional communication skills, with a proactive approach to fostering collaboration.

  • Problem-solving expertise with the ability to adapt to a fast-paced environment.

• Languages:

  • Fluent in English and Polish (mandatory). Knowledge of German, Spanish, or French is a plus.

• Competencies:

  • Commitment to fostering a culture of inclusivity and teamwork in a growing organization.

  • A hands-on, detail-oriented approach to balancing administrative responsibilities with operational support.

  • Ability to handle confidential information with professionalism and maintain high standards of quality and compliance.

Travel Percentage: 10%