Administrative Assistant - Transfusion and Transplant
Administrative Assistant - Transfusion and Transplant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Overview
The Administrative Assistant serves as the first point of contact for visitors and employees in the executive offices providing a welcoming and professional presence. This role is responsible for a variety of administrative and front office tasks including onboarding new employees managing select company vendors and assisting with mailings and small shipments. This position will manage catering for on-site meetings answers incoming switchboard calls and ensures a smooth and organized office environment. As a key representative of the company this individual plays a crucial role in creating a positive first impression for both visitors and employees.
Success in this role requires an efficient professional and resourceful individual who is personable enthusiastic and detail-oriented. The ideal candidate will excel at multitasking think proactively and demonstrate a strong willingness to learn and adapt in a dynamic environment.
Responsibilities
Key Accountabilities:
- Welcomes and assists all visitors including professionals sales representatives applicants auditors and vendors ensuring a positive first impression. Notifies the appropriate employee and ensures visitors are escorted throughout the campus
- Manages employee and visitor badges inclusive of issuing badges supporting with replacements for lost IDs and maintaining accurate records in the visitor badge log
- Assist HR team in onboarding new employees including issuing new hire badges support with i9 verification and serve as back up for onboarding support
- Support employee engagement events by assisting with planning coordination and on-site execution
- Answers and manages incoming switchboard callsscreening transferring assisting callers with inquiries and taking messages as needed
- Maintains switchboard database with frequently dialed numbers on RING and assists in implementing emergency telephone procedures as needed
- Oversees office supply inventory placing orders as needed to ensure a well-stocked and organized workspace
- Sorts and distributes incoming and interoffice mail; asists with mailings of letters and packages for varying projects
- Coordinates catering services for meetings and luncheons handling order placement setup and teardown across the campus
- Collaborates with vendors regarding stocking service calls and follow-ups to ensure smooth operations
- Assists with other administrative duties and special projects as assigned
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Networking/Key Relationships:
The role will interact with every department in the company worldwide as well as customers vendors and visitors.
Skills & Capabilities:
- Strong written and verbal communication skills with a professional and articulate approach
- Highly organized with excellent attention to detail.
- Ability to multitask effectively in a fast-paced environment.
- Resourceful problem-solver with a proactive mindset
- Proficient in Microsoft Office Suite (Outlook Word Excel PowerPoint Forms) switchboard operation and ID badge processing
- Skilled in troubleshooting and resolving practical problems with sound judgment
- Execute instructions in written verbal or diagram form
- Ability to deal with problems in standardized situations
- Ability to carry out duties in various buildings across campus
- Flexible and adaptable to shifting priorities last-minute changes and evolving responsibilities
Qualifications
Minimum Knowledge & Experience Required for the Position:
- Education: HS diploma or equivalent.
- Experience: 4- 7 years of administrative experience.
Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement.
Travel requirements:
- 0% of the time
Employment Type
Full-Time
