Office & HR Administrative Assistant

Description

About New World Medical

Founded in 1990, New World Medical is a mission-driven company focused on preserving and enhancing vision through innovative ophthalmic surgical devices, including the Ahmed Glaucoma Valve and Kahook Dual Blade. We partner closely with eye care professionals to deliver tools that improve clinical outcomes and patient care. Guided by our core values - Integrity, Accountability and Innovation, we strive to make a meaningful impact in eye health worldwide. In support of our global mission, we proudly donate surgical equipment to charitable organizations to expand access to quality eye care.

Benefits starting Day One:

• Medical, Dental, and Vision Insurance
• 401(k) with Profit Share
• Bonus Opportunities
• Flexible Work Schedules
• Free Onsite Daily Lunches to foster team connection
• Career Development Program
• Tuition Assistance (after 1 year of service) 
• Cell Phone & Home Office Stipends
• Wellness & Employee Assistance Programs
• Company Events & Recognition
• And more!

Be part of something meaningful—join the team at New World Medical.  

JOB SUMMARY:

The Office & HR Administrative Assistant plays a key role in supporting smooth daily operations across the organization by providing high-quality administrative and clerical assistance. This position supports both Human Resources and general office functions, ensuring efficient workflows, prompt employee support, and a welcoming workplace environment. Responsibilities include managing office supplies and safety materials, coordinating lunch and snack programs, supporting employee wellness and recognition initiatives, event coordination, vendor communication, and general administrative tasks.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Manage front desk operations for the organization, including welcoming visitors, assisting employees, and responding to routine inquiries in a professional and timely manner.
• Draft, proofread, and edit correspondence, memos, announcements, and other written materials.
• Perform general administrative tasks such as filing, photocopying, scanning, sorting, and mail distribution.
• Maintain accurate records of company merchandise and HR-related inventory.
• Support workplace safety efforts by ensuring safety supplies are stocked across all company buildings and assisting with the management of the company’s mass communication tool for emergency and safety-related notifications.
• Respond to employee questions, directing them to the appropriate contact when needed, and ensure timely follow-up.
• Manage and order office supplies, snacks, and company merchandise.
• Create and distribute weekly menus and coordinate daily lunch delivery and snack programs.
• Support the planning and coordination of employee wellness and volunteer programs.
• Assist in the organization and scheduling of meetings, events, and other employee activities.
• Contribute to the execution of employee recognition and reward initiatives.
• Communicate with vendors and research new vendor options as needed.
• Support and help execute HR projects by managing task tracking, follow-ups, and completing assigned administrative work as needed.
• Coordinate external communications and support logistical planning for office-related matters.
• Make travel arrangements for office staff and support related logistics.
• Submit and reconcile purchase orders and expense reports.
• Perform additional administrative tasks and special projects as assigned.

Requirements

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong customer service skills with a friendly and professional demeanor.
• Proven ability to manage multiple tasks with accuracy and attention to detail.
• Excellent organizational and follow-through skills; able to prioritize competing demands effectively.
• Strong written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Team-oriented and collaborative, with the ability to build relationships across departments.
• Proactive, resourceful, and willing to take initiative on a variety of administrative needs.
• Demonstrates sound judgment, professionalism, and problem-solving skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

EDUCATION AND EXPERIENCE:

• High school diploma or GED required; Bachelor's degree preferred.
• Minimum of one year of experience in an administrative or HR support role, preferably in a professional office environment.
• Prior experience supporting HR functions or coordinating office operations is highly desirable.

PHYSICAL REQUIREMENTS:

• Must be able to remain in a stationary position at least 50% of the time.
• Occasionally move about inside the office and travel to and from office buildings to access file cabinets, employee offices, office machinery, etc. This may include, but is not limited to, bending and walking.
• Must be able to operate a computer and other office productivity machinery, such as a computer printer, computer keyboard, calculator, etc.
• Ability to listen and speak with employees and vendors. Must be able to exchange accurate information in these situations.
• Occasionally lift up to 25 pounds and transport to other offices. This may be performed with reasonable accommodation.
• View and type on computer screens for long periods of time.

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned.