Administrative Assistant

About the role

This Administrative Assistant role provides high-level administrative support for the Executive team, exercising independent judgment on scheduling and communications, serving as the first point of contact for employees, visitors, and stakeholders, and maintaining office efficiency through a variety of administrative and clerical tasks. The position also serves as backup to the Administrative Assistant / Receptionist role and works closely with the Sr. Executive Assistant to the President.

Responsibilities

• Anticipate needs of the Executive team regarding tasks, scheduling, travel arrangements, and itinerary specifics (domestic and international flights, accommodations)
• Coordinate meetings, reserve conference rooms, prioritize functions and appointments to ensure seamless execution
• Draft communications, letters, press releases, and other forms of correspondence
• Use independent business and administrative judgment in key areas to support the team
• Perform general administrative duties such as planning events, distributing information, drafting agendas, and executing executive-level documents
• Prepare reports and correspondence with independent judgment
• Maintain professional demeanor and represent the Executive department appropriately
• Coordinate travel and maintain the team’s calendars
• Interact professionally with Executives and staff while maintaining confidentiality and discretion in handling sensitive information
• Anticipate needs of the functional VP regarding tasks and scheduling
• Answer phones and execute executive documents
• Enter purchase requisitions / purchase orders into the system for the team
• Coordinate catering lunches as needed

Education, Experience and Qualifications

• High school graduate or GED equivalent
• At least 8 years prior experience as an Administrative Assistant
• 5 years supporting Corporate Executives preferred
• Experience working independently in a fast-paced environment with rapidly changing priorities
• Ability to learn quickly and adapt to change
• Organizational agility—ability to navigate proper channels to get things done
• Strong peer relationships—cooperative, team player, trusted and supported by peers
• Planning—sets specific goals and objectives, breaks down projects into tasks, and anticipates length and difficulty
• Priority setting—focuses on what is most important
• Effective written communication skills

Training and Skills

• Business professional writing and verbal communication skills
• Ability to prioritize multiple projects and work under tight schedules
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel)

Physical Requirements and Work Conditions

• Onsite work at Luminex office at least 90–100% of the time
• No travel required
• Flexibility in work schedule
• Ability to handle pressure and meet tight deadlines
• Frequent work in high-stress environment with direct contact with others
• Sedentary lifting/use of strength (up to 10 pounds)
• Occasional climbing, kneeling, reaching, stooping, and color vision (each up to 33% of the time)