The Administrative Assistant plays a vital role in ensuring the smooth operation of multiple departments by providing high-quality administrative and clerical support. This role requires a highly organized, detail-oriented professional with strong communication skills who can effectively manage multiple tasks while maintaining a high level of confidentiality and professionalism.
Responsibilities - Serve as the first point of contact for the office by answering, screening, and directing phone calls professionally
- Greet and assist visitors, clients, and guests, ensuring a welcoming environment
- Provide administrative support across multiple departments, including document preparation, data entry, and reporting, while prioritizing tasks based on urgency and business impact
- Manage office correspondence, including handling, filing, and distributing confidential documents and mail while ensuring compliance with data security protocols
- Maintain and manage office supplies, ensuring inventory is stocked and replenished as needed
- Ensure discretion and confidentiality in managing sensitive company records and communications
- Assist with meeting and event coordination, including scheduling, preparing materials, and setting up meeting rooms
- Coordinate catering and meal arrangements for meetings and corporate events
- Maintain a working knowledge of FDA 21 CFR 1271, FDA 21 CFR 820, AATB standards, ISO Standards, cGMP/CGTP, other relevant regulations/standards, and internal organizational policies and standard operating procedures
- Maintain acceptable attendance and punctuality for scheduled work hours and meetings. Ensure completion of assigned tasks and responsibilities within defined timeframes
- Flexibility to work outside of normal business hours during weekdays or weekends with reasonable advance notice to support business/operational needs when necessary
- Perform other duties as assigned
Skills - Strong customer service mindset with a professional and positive attitude
- Excellent organizational skills with keen attention to detail
- Strong written and verbal communication skills
- Ability to work independently and collaborate in a team-oriented environment
- High level of integrity, discretion, and confidentiality when handling sensitive information
- Strong time management skills with the ability to prioritize effectively in a fast-paced environment
- Basic knowledge of project management principles and ability to coordinate multiple tasks efficiently
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Qualifications/Requirements - High school diploma or equivalent from an accredited institution required
- At least 1-3 year(s) of experience in administration, or related field required
- Additional education may substitute for experience on a 1:1 basis
- Clearance of favorable background investigation required