Operation & Executive Assistant

We are looking for a highly organized, proactive, reliable, and detail-oriented Operations & Executive Assistant to support the company’s day-to-day operations as well as the management team. The position combines operational coordination, administrative support, supplier and customer communication, order management, logistics, documentation, and executive assistance. The successful candidate will be responsible for ensuring that operational processes are followed accurately and on time, while maintaining effective communication between management, employees, customers, suppliers, international manufacturers, logistics partners, and other stakeholders. The ideal candidate is able to manage multiple priorities simultaneously, take ownership of assigned tasks, follow processes from initiation to completion, proactively identify potential issues, and maintain a high level of accuracy and confidentiality. Experience in the medical devices, healthcare, pharmaceutical, logistics, or international trade sector will be considered an advantage.

 Support the day-to-day operational activities of the company and ensure that tasks and processes are completed accurately and on time.  Coordinate the full order process from order receipt through procurement, delivery, and final customer handover.  Prepare and maintain purchase orders, sales orders, quotations, proforma invoices, commercial invoices, delivery notes, packing lists, and other operational documents.  Monitor order status, product availability, delivery schedules, and pending orders.  Proactively follow up with suppliers and logistics partners regarding delayed or pending shipments.  Coordinate with Sales, Procurement, Warehouse, Finance, and Logistics teams to ensure smooth order fulfillment.  Monitor incoming and outgoing medical products and maintain accurate inventory- related information.  Coordinate customer deliveries and address operational issues related to order fulfillment.  Prepare operational, inventory, sales, order status, and other periodic reports.

 Identify discrepancies, delays, or operational risks and escalate them to management in a timely manner. Supplier & International Partner Coordination  Communicate on a daily basis with local and international suppliers, manufacturers, distributors, and business partners.  Coordinate quotations, purchase orders, contracts, payments, shipments, and other supplier-related matters.  Request, collect, review, and organize required documents and information from suppliers.  Follow up on supplier commitments, delivery dates, documentation, and outstanding requests.  Organize and coordinate online meetings, calls, business discussions, and follow-up actions with international partners.  Support the onboarding and coordination of new suppliers and business partners.  Maintain professional and timely communication with international stakeholders. Import, Logistics & Regulatory Documentation  Support the coordination of medical device and healthcare product import processes.  Collect, organize, and maintain documentation required for customs clearance, regulatory procedures, and product compliance.  Coordinate relevant documentation such as CE certificates, ISO certificates, Declarations of Conformity, Free Sale Certificates, quality documents, manuals, packing lists, and other required documents.  Coordinate with logistics companies, customs brokers, and other service providers.  Monitor shipments, delivery schedules, shipment weights and dimensions, packing lists, and related information.  Ensure that import and logistics documentation is complete, accurate, and properly archived. Executive & Administrative Support  Provide day-to-day administrative and operational support to the management team.  Manage and coordinate meetings, appointments, calls, and online meetings.  Prepare professional business correspondence, official letters, internal documents, presentations, reports, and other materials.  Coordinate communication between management and internal teams, customers, suppliers, and international partners.  Prepare periodic and ad-hoc reports and summaries for management.  Follow up on assigned tasks and deadlines and ensure that agreed actions are completed.  Organize business meetings, partner visits, corporate events, exhibitions, trainings, workshops, and medical conferences.  Maintain an organized electronic and paper filing and document management system.

 Handle confidential company, customer, supplier, and management information with a high level of discretion. Customer & Internal Team Coordination  Communicate with customers regarding orders, product availability, quotations, delivery schedules, and operational matters.  Support the Sales team with information, documentation, follow-up, and coordination related to sales activities.  Coordinate information flow between Sales, Warehouse, Finance, Procurement, Logistics, and Management.  Monitor customer requests and ensure timely follow-up and communication.  Provide administrative and documentation support for tenders, projects, and major

 Bachelor’s degree in Business Administration, Management, Logistics, Supply Chain Management, Healthcare Administration, or a related field.  Minimum 2 years of relevant professional experience in Operations, Administration, Logistics, Executive Assistance, Sales Support, Supply Chain, or a related field.  Experience working with international suppliers, manufacturers, customers, or business partners is an advantage.  Experience in the medical devices, healthcare, pharmaceutical, or international trade sector is an advantage.  Excellent command of Armenian, English, and Russian languages.  Strong proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint. Adobe,Photoshop  Knowledge of 1C and ArmSoft.  Excellent organizational and time-management skills.  Ability to manage multiple tasks, priorities, and deadlines simultaneously.  Strong attention to detail and accuracy.  Excellent written and verbal communication skills.  Strong follow-up, coordination, and problem-solving abilities.  Ability to work independently as well as effectively within a team.  Ability to work efficiently under pressure and meet deadlines.  Proactive, responsible, and solution-oriented approach.  Professional and friendly communication style.  High level of confidentiality and discretion.  Willingness and ability to quickly learn new software, systems, products, and internal

 Competitive salary based on experience and qualifications.

 Official employment and a stable, long-term career opportunity.  Professional development and career growth opportunities.  Daily interaction with international manufacturers and business partners.  Professional experience in the medical devices and healthcare technology sector.  A professional, supportive, and collaborative working environment.  Continuous learning and development of professional skills.  Opportunities for increased responsibility and career advancement within the company.