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Administrative Assistant/Receptionist
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Overview:
The Administrative Assistant / Receptionist provides front-office support and administrative coordination to ensure smooth daily operations within a fast-paced biotech/pharmaceutical environment. This role serves as the first point of contact for employees, guests, and external partners, while supporting a variety of office, administrative, and compliance-related tasks essential to a regulated industry.
Responsibilities:
Front Desk & Office Support
- Serve as the primary point of contact for visitors, vendors, and employees; manage check-ins and ensure compliance with security and visitor protocols.
- Answer and direct incoming calls, messages, and general inquiries.
- Maintain a professional, welcoming, and compliant reception area and office environment.
- Coordinate conference room scheduling, meeting set-up, and AV support as needed.
Administrative & Operational Support
- Provide calendar management and administrative support to C-suite, designated leaders or teams.
- Support coordination of on-site or virtual meetings, events, and team activities.
- Prepare correspondence, documents, memos, and presentations.
- Assist with travel arrangements and expense reporting.
Office & Facility Coordination
- Monitor and manage office supplies, inventory, and equipment.
- Coordinate with facilities, IT, and vendors to resolve office-related issues.
Compliance & Documentation (Biotech/Pharma Environment)
- Maintain document handling in alignment with company SOPs and industry compliance standards.
- Help ensure that confidentiality and data privacy policies are consistently upheld.
- 1–3 years of administrative, receptionist, or office coordination experience; biotech/pharma experience preferred.
- Strong organizational skills and ability to manage multiple priorities in a dynamic, fast-paced environment.
- Excellent verbal and written communication skills.
- High level of professionalism, discretion, and customer service orientation.
- Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and common office systems.
- Ability to work on-site and support corporate office operations.
- Hands-on, service-oriented, and dependable.
- Enjoys variety and problem-solving in a dynamic, fast-paced setting.
- Demonstrates professionalism and discretion in all interactions.
- Self-motivated and comfortable taking ownership and delivering results in a fast-paced environment with high ambiguity
- Ability to manage and prioritize multiple tasks simultaneously, and adjust swiftly to changing business priorities
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