Main Responsibilities:

• Provide primary front desk and multi-line phone coverage.
• Greet and manage visitors, while demonstrating courteous and helpful attitude.
• Handle property management issues, working with landlord to ensure facilities needs are met.
• Manage supply budget, order general office supplies and ensure optimal quantities are maintained.
• Develop and maintain relationships with key suppliers of goods and services, such as: copiers, fax machines, postage meters, printers, vending, cleaning services, etc. and ensure on-going operation and maintenance of equipment.
• Manage phone and voicemail systems, including programming changes, as needed.
• Assist in set-up of new hires computer, phone and other general office needs.
• Assist in special projects such as: meeting and event planning, corporate communication matters, collating of marketing materials, mass mailing, etc.
• Handle/distribute mail and packages.
• Prepare, with urgency and accuracy, expense reports for management team members.
• Make travel arrangements for management team members and compile related travel documents (confirmations, directions, itineraries, etc.).
• Prepare and/or edit PowerPoint presentations.
• Provide administrative support to Director of Microbiology and other team members as assigned in the future. Also provide back-up support to other administrative team members and those they support. Duties included but are not limited to:

  
  

  • Managing calendar, scheduling meetings, making travel arrangements, and preparing expense reports.
  • Creating/managing correspondences and documents.
  • Managing records/documents and filing.
  • Prepare and edit presentations and reports.
  • Research information, as required.

Key Qualifications:

• 4+ years administrative assistant experience (including scheduling, calendar management, original correspondence creation, mail management, presentation preparation, filing, etc.).
• Experience in answering phones and managing front desk (handling deliveries, visitors, solicitors, etc.).
• Experience in office administration (coordination with suppliers, landlords, delivery personnel, outside contractors, etc.).
• Strong technical (computer) orientation and excellent proficiency with MS Office (Word. Excel, Outlook, PowerPoint). Experience managing a phone system is a plus.
• Punctuality, professionalism, attention to detail, service-oriented attitude and a strong work ethic.
• Ability to work independently and a propensity for identify solutions and solving problems, including working through solutions with third parties (such as vendors or landlords).
• Team-oriented attitude and willingness to assist in whatever is needed to get the job done.
• Ability and flexibility to multi-task and keep up in a fast-paced environment and handle several priorities and managers and learn new things quickly.
• Strong communication skills.