Administrative Assistant

Key Responsibilities

• Provide proactive administrative assistance to executives and team members, including coordinating and scheduling meetings or company events.
• Manage day-to-day office operations, including maintaining supplies, organizing workspaces, and coordinating office equipment maintenance.
• Assist in the receiving and distribution of supplies, including pulling and providing packing slips to the accounting department
• Coordinate and oversee Qpex visitors or VIP guests
• Oversee the reception area, welcoming visitors, and directing them to the appropriate personnel.
• Prepare and edit company documents, reports, corporate policies and procedures, and presentations as needed.
• Organize company events, All Hands, meetings, and conferences.
• Coordinate with senior management on projects related to special events, Board meetings, All Hands meetings, corporate events and meetings.
• Manage generating of purchase order requests and routing for approvals for Finance and Accounting department.
• Assist Human Resources with onboarding and offboarding activities, including preparing documentation and scheduling orientations.
• Register visitors to Qpex facility in parking and building access system.
• Support Facilities department as needed with deliveries.
• Support Program Management Group as needed with general tasks.
• Order and stock kitchen items, refreshments; organize and order lunches for employee events and meetings.
• Ensure a clean and organized office environment.
• Serve as a primary point of contact for internal and external communications, screening and directing inquiries to the appropriate departments.
• Manage G&A project timelines and milestones.

Requirements

• Minimum of 8 years of experience as an administrative assistant or in a similar role in a Life Sciences company or closely related industry.
• Proficiency in use of PC based computer with Microsoft Office Suite (Word, Excel, Teams, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proactive problem-solving skills and the ability to work independently.

Preferred Qualifications

• Familiarity and experience in a biotech or pharmaceutical company.
• Experience with Sharepoint, and other server access programs.
• Experience with creating PowerPoint presentations.
• Undergraduate degree or certification in office administration or a related field is preferred.