Senior Administrative Assistant

Join us today and make a difference in people's lives!

LivaNova is a global medical technology company built on nearly five decades of experience and a relentless commitment to improving the lives of patients around the world. Our advanced technologies and breakthrough treatments provide meaningful solutions for the benefit of patients, healthcare professionals, and healthcare systems. The company is listed on the NASDAQ stock exchange under the ticker symbol " LIVN ." LivaNova is headquartered in London (UK) with a presence in over 100 countries and a team of more than 3,000 employees worldwide.

Job Purpose:

This role is responsible for providing high-level administrative support and meetings & events coordination support within the Houston office. Key responsibilities include managing 6th floor meeting logistics, booking and coordinating internal meetings and events, handling catering and food/beverage set up, overseeing seamless execution while adhering to budget constraints and company policies. Additionally, the role involves VP and team support, calendar management, meeting scheduling and collaborating with stakholders to support day-to-day administrative and operational tasks for executive leadership.

Key Responsibilities:

Calendar Management and Meeting Coordination:

• Maintaining VP's schedules, Concur expenses, and booking meetings and events.

• Scheduling other appointments, meetings and events as required, and in collaboration with other stakeholders.

• oordinate logistics and documentation for meetings on behalf of the Houston-based VPs, as required.

• Manage meeting room bookings, local hotel group bookings, and scheduling across the Executive Floor and other internal meetings, as required.

• Coordinate with remote and onsite teams to determine Houston office meeting needs, including agenda setting and attendee lists.

• Ensure rooms are properly set up with necessary technology, flip charts, and other equipment.

• Collaborate with Site Facilities team, and other Executive Admins or Coordinators as required.

Event Planning and Execution:

• Contribute to the planning and execution of internal events like company events, Manufacturing team special events, team building activities, Summit meetings, holiday parties, etc.

• Source and negotiate with vendors for catering, and other services, as required.

• Independently implement logistics of internal in-person meetings and events, including catering, welcoming guests, coordinating and participating in event set up, communicating and collaborating with other stakeholders, coordinating and managing the disassembly of events.

Logistics Management:

• Coordinate catering orders, ensuring dietary restrictions are accommodated.

• Oversee event setup and breakdown, including A/V equipment, signage, and furniture arrangements.

• Manage attendee registration, check-in, and guest lists.

Travel booking & coordination:

• Booking travel on behalf of Houston-based VP's as needed, and collaborating with other stakeholders to ensure seamless and productive travel schedules.

General / Team Administrative Tasks:

• General ad-hoc administrative tasks, as required by various Houston teams

• Provide back-up support to ELT EA's for administrative tasks

• Maintain complete stock of all office supplies on 6th Floor, including accurate inventory and purchasing within company procurement guidelines

• Work with the Houston site Executive Admins and Coordinators as needed.

P2P ("Procure2Pay") & Expenses Processes:

• Raising Purchase Requisitions, raising Purchase Orders and processing invoices

• Review PCard Activity for departments as required

• Business Support Team PCard reconciliation and processing within company deadlines

• Provide ad-hoc support with T&E Expenses for Houston-Based VPs, as required

• Identify cost-saving measures while maintaining quality standards.

Required Skills:

• Strong organizational skills: Ability to manage multiple events simultaneously with meticulous attention to detail. Excellent time management skills.

• Excellent communication skills: Clear and concise communication with stakeholders at all levels

• Physical skills required: Must be able to carry heavier items such as catered meals for example, a case of water, flip charts, easels and other items needed for meeting spaces.

• Flexibility and Adaptability: Flexibility to handle unexpected situations and changes during meetings and events. Able to work independent or as part of a team, as required

• Technical proficiency: Excellent Microsoft Outlook, Word and Powerpoint skills. Familiarity with A/V equipment, and online communication platforms . Experience of SAP, Concur and Workday an advantage. Knowledge of Monday.com beneficial

• Demonstrates collaboration: Ability to collaborate with various stakeholders

• The minimum requirements, skills and qualifications contained in this job description outline the core functions and requirements of the position and do not constitute an exhaustive listing of activities, duties, or responsibilities that may be required of or assigned to an employee in this position at the Company's discretion. Further, the ability to meet the minimum requirements and/or possession of the stated skills and qualifications do not imply or establish that an individual will be employed in this position.

Employee benefits include:

• Health benefits - Medical, Dental, Vision

• Personal and Vacation Time

• Retirement & Savings Plan (401K)

• Employee Stock Purchase Plan

• Training & Education Assistance

• Bonus Referral Program

• Service Awards

• Employee Recognition Program

• Flexible Work Schedules

Pay Transparency: A reasonable estimate of the annual base salary for this position is $85,000 - $90,000 + discretionary annual bonus. Pay ranges may vary by location.

Valuing different backgrounds:

LivaNova values equality and diversity. We are committed to ensuring that our recruitment process is fair, transparent and free from unlawful discrimination. Our selection process is driven by the key demands/requirements for the role rather than bias or discrimination on the basis of a candidate's sex, gender identity, age, marital status, veteran status, non-job-related disability/handicap or medical condition, family status, sexual orientation, religion, color, ethnicity, race or any other legally protected classification.

Notice to third party agencies:

Please note that we do not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Services Agreement, we will not consider, or agree to, payment of any referral compensation or recruiter fee. In the event that a recruiter or agency submits a resume or candidate without a previously signed agreement, we explicitly reserve the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Beware of Job Scams:

Please beware of potentially fraudulent job postings or suspicious recruiting activity by persons posing as LivaNova recruiters or employees. The scammers may attempt to solicit confidential, personal information, such as a social security number, or your financial information. LivaNova will never ask for fees prior/during/after the application process, nor will we ask for banking details or personal financial information in return for the assurance of employment. If you are concerned that an offer of employment might be a scam or that the recruiter is not legitimate, please verify by searching for "See Open Jobs" on https://www.livanova.com/en-us/careers, and check that all recruitment emails come from an @livanova.com email address.