Job Category: Administration
Job Type: Full Time
Job Location: Austin TX

ABOUT US

EDAP (dba Focal One) is a global leader in high-tech robotic medical devices for the diagnosis and treatment of Prostate Cancer. EDAP is a NASDAQ-listed international group with a rapid growing presence in the United States, leading with the proprietary Focal One®technology brand (www.FocalOne.com). 


POSITION SUMMARY

The Office Administrative Assistant is based in Austin, TX and supports the Company by providing administrative assistance to all departments, including Marketing, Sales, Accounting and Service. In this role, this individual will maintain the facilities to ensure an organized, clean and welcoming office environment. The position is predominately an onsite and an in-office role. This role requires an individual who can think outside the box, has a sense of urgency, can anticipate employee’s needs, and has the ability to exercise good judgment in all situations. The Office Administrative Assistant thrives in an innovative and fast-paced work environment and works with a high sense of confidentiality. 


MAJOR RESPONSIBILITIES

  • General administrative duties including but not limited to: answers calls, welcoming visitors, coordinating travel, ordering supplies, photo-copying and ensuring office facilities are clean, organized and well-stocked
  • Provides general administrative support including ordering supplies, photocopying
  • Assists in organizing special events, meetings, holiday parties, and offsite engagements
  • Serves as a research assistant scoping venues, coordinating with vendors and obtaining pricing quotes
  • Maintains online CRM database on HubSpot
  • Collaborates on lead generation efforts and assists with reporting, tracking and communicating results to the Sales and Marketing Teams
  • Maintains and tracks marketing material stock and proactively collaborates with the Marketing Team to improve workflow and communication with customers, partners and remote employees 
  • Assists Marketing Team with tradeshow and event coordination including preparing, packing and shipping event supplies
  • Maintain record of and track office expenses
  • Manages shipping and receiving of specific marketing and office-related material
  • Manages team meetings schedule and calendar and ensures meetings start on time with audio/visual set up in advance
  • Is responsive to emails/texts/phone calls
  • Represents the company and the Senior Staff in a positive light through great follow-through skills and sound judgment
  • Formats and produces documents following company’s design standards including but not limited to: travel schedules and agendas, meeting agendas, and ad-hoc presentation supports
  • Oversees maintenance, registrations, and insurance of Company owned vehicles
  • Manages grocery shopping for the office and runs errands as needed
  • Assumes additional responsibilities as needed and as assigned

QUALIFICATIONS

Position-Specific Skills 

  • Must be able to work in the office daily with a flexible work schedule that meets the needs of the business
  • Maintains confidentiality with the utmost discretion
  • Ability to engage with people from different backgrounds with a professional, approachable, friendly and outgoing style
  • Can build and maintain productive and influential relationships in a fast-paced, cross-functional environment
  • Has strong organizational skills including the ability to work independently and to manage multiple priorities in a fast-paced environment
  • Has the ability to schedule and coordinate global travel
  • Has the ability to drive a vehicle for work purposes such as transporting guests, picking up prepared food for the office, running errands as needed, grocery shopping, etc.
  • Has the ability to drive out of town guests to and from the airport and hotel as needed

Leadership Skills Required

  • Team player who enjoys working collaboratively as part of a high-performing team
  • Takes initiative to call out needed system changes, and shares recommendations for improvement
  • A strong internal and external customer focus and service orientation
  • Authentic and approachable personality that can connect with a diverse range of people
  • A motivated self-starter who can work well both independently and as part of a team
  • A high sense of integrity, professional courage, sound judgment and a sense of urgency
  • Willingness to learn new skills as needed

Technical Skills Required

  • Proficient in MS Office Suite: Excel, Word, Outlook and Power Point.
  • Capability to utilize technology tools including document preparation, spreadsheet development and research 
  • Financial acumen required to manage small budgets, set-up and manage spreadsheets, and track basic metrics.
  • Prior experience with HubSpot CRM is a plus

Education/Training Required

  • 1-3+ years of Office Management/Administrative Assistant experience supporting multiple senior leaders
  • High School graduate, bachelor’s degree preferred
  • Background in Marketing or Communication is a plus
  • Valid Texas driver’s license with a clean driving record

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