Laboratory Administrative Assistant

About the role

This person will provide administrative and operational support to the company executives and laboratory scientists. The role includes managing the schedule of company executives and assisting the laboratory scientist with administrative duties such as scheduling, organizing meetings, and coordinating the environment on site.

Responsibilities

• Work directly with the CEO and COO to support all aspects of their daily work routine.
• Manage scheduling for company executive(s).
• Maintain the Officers calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
• Exercise discretion in committing time and evaluating needs.
• Draft, review and send communications on behalf of company executive(s).
• Answer and respond to phone calls, communicate messages and information to the executive.
• Maintain various records and documents for company executive(s).
• Coordinate video conference meetings (Zoom), and booking conference rooms for in person meetings.
• Aid in scientific record keeping such as data entry.
• Maintain the company email.
• Aid with bookkeeping (QuickBooks) to record company purchases.
• Coordinate work with other scientific staff as needed; play a key role in the coordination of staff efforts both within and outside the company.
• Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Conduct library research and literature searches.
• Maintain paper and electronic filing systems.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Order laboratory items requested by the research and development team.
• Under the supervision of a scientist, assist with equipment and supplies inventory.
• Record received supplies and equipment orders.
• Prepare packages for shipping and returns.
• Communicate with laboratory vendors.
• Obtain quotes for and purchase new equipment as per the lab's needs.
• Maintain a schedule for routine laboratory maintenance.
• Coordinate laboratory cleaning with contractors.
• Other administrative duties as requested.

Requirements

• Bachelor's degree is required.
• A minimum of one year of experience working as an administrative assistant is required.
• Previous experience in a laboratory or clinical setting is a plus.
• Positive work attitude (takes direction well, leads when necessary, and can quickly switch gears).
• Exceptional interpersonal and management skills that foster collaboration, teamwork, and organizational skills.
• Excellent MS Office knowledge.
• Willing to learn graphic design programs such as Adobe Illustrator and photoshop.
• Willing to learn the bookkeeping software QuickBooks.
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines).

Qualifications

• Strong organizational skills.
• Strong communication, record-keeping, and inventory management skills.
• Available Shift Monday through Friday, 9:00 AM- 5:00 PM on site in North Brunswick, NJ.

Benefits

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance