Site Admin Assistant

How you will contribute

For this role key responsibilities include but are not limited to:

• General team assistance
  • Calendar management for team and leaders and site-level meetings
  • Meeting support - prepare agendas, set-up and manage meeting platforms, i.e.
  • File share management via Microsoft Teams and sharepoint
  • Documents actions by completing forms, reports, logs, and records.
• Keyboard documents and record confidential or sensitive information.
• Event coordination, both social and non-social (such as large group work meetings) on site and virtually
• Provide general support to site visitors, including facilitating meetings & conference room infrastructure, catering & reservations.
• Vendor management - Liaise with vendors for procurement and service, i.e.
• Purchase order requisition management and interfacing with accounts payable.
• Office supply management such as maintaining stock of paper, consumables, etc.
• Laboratory supply management in collaboration with the technical team
• Coordinating with site services and site management for upkeep, operation, and maintenance of facilities
• Provide site support by answering questions & requests, directing to HR/leadership/etc as appropriate.
• Active supplies inventory - checking, anticipating, expediting orders, verifying receipt.
• Safety Action Committee Gatekeeper - capturing meeting minutes, action items, and ensuring proper follow through.
• IT Support Coordination - assist basic troubleshooting and coordinate with IT for technical needs, employee onboarding etc.
• Handle sensitive information in a confidential & professional manner.
• Working in Microsoft Office Applications including Word, PowerPoint, Excel and Outlook
• Communicate clearly in English both verbally and written.
• Attend work regularly and reliably.
• Perform other duties as assigned.
  

Job requirements & Qualifications:

• High-school or college degree
• 3-5 years of administrative assistance experience
• Computer skills including proficiencycy with Microsoft Office tools.
• Ability to work in person 40hrs/week.
• Customer Service and dealing with a wide variety of people at all levels.
• Ability to work and communicate with a diverse team.
• Analyse and develop office guidelines, procedures, systems.
• Organize and assist the work of others.
• Exercise tact, independent judgment and discretion while handling sensitive or confidential information.
• Articulate English-language verbal and written communication capabilities
• US Citizen or legally able to work in US.