Job Description

Administrative Assistant / Receptionist

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.

Qualifications

• 13 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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