Administrative Assistant

Job summary:

Under limited direction, the Administrative Assistant is the first point of contact for visitors, providing positive and professional experience while supporting front-office and administrative support to ensure smooth daily office operation.

Primary responsibilities:

• Greet visitors, customers, vendors, or inspectors/auditors in a courteous and professional manner
• Manage visitor sign-in and the appropriate visitor escort within the building
• Manage badges and meeting room coordination
• Handle incoming and outgoing mail
• Maintain organization chart
• Provide administrative support to senior leaders as needed, including booking travel, scheduling meetings, processing expense reports, and managing daily calendars
• Schedule interviews with managers and candidates
• Order food as needed for Tempe / Olive Branch distribution centers
• Coordinate leadership Coffee Chat sessions
• Manage C.A.R.E. Recognition Award program
• Maintain office and kitchen supplies, placing orders as needed
• Order business cards as needed
• Assist with special projects and cross-functional tasks, as needed
• Perform all assigned duties in compliance with internal SOPs and regulations; bring any compliance issues to the attention of management

Required competencies, knowledge, skills, and abilities:

• Office-based role (Tempe, AZ) five days/week
• Dependable, proactive, and adaptable
• Excellent interpersonal skills, including the ability to communicate effectively in both oral and written formats with customers, employees, and vendors at all levels
• Advanced computer skills, particularly Microsoft Office (O365), and the ability to learn other software quickly
• Excellent time management skills with a proven ability to meet deadlines
• Ability to organize, prioritize, and deliver results with a variable workload and multiple priorities, paying close attention to detail with minimal supervision
• Skilled and able to thrive in a fast-paced, rapidly changing environment
• Must provide high levels of customer service and work effectively with all levels of staff and management
• Ability to collaborate with others to identify inefficiencies and process improvements
• Proven ability to handle confidential information with discretion and tact
• Ability to work independently and as an active participant in a team environment
• Must possess the skills and abilities to successfully perform all assigned duties and responsibilities
• Must be able to pass a drug test and background check aligned with state and federal laws and regulations

Required certifications, licenses, education, and experience:

• High school diploma
• Prior experience as an Administrative Assistant
• 5-7 years related experience
• Valid in–state driver’s license
• Strong MS Office skills
• Commissioned Arizona notary or willing to obtain commission

Preferred education, competencies, knowledge, skills, and abilities:

• Bachelor’s Degree in related area or equivalent combination of education and experience
• Experience using Concur
• Previous experience with a pharmaceutical, healthcare, or logistics company

Physical demands and work environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods sitting at a desk and working on a computer and/or phone
• Visual acuity to accurately read small print in contracts, RFPs, and other documents
• Ability to stand, walk, bend, squat, stretch, kneel, reach, grasp, and pinch