Receptionist and Administrative Assistant

The Fralin Biomedical Research Institute (FBRI) at Virginia Tech Center (VTechC) in Roanoke, VA is seeking a full-time Receptionist and Administrative Assistant.

About the role

This position serves as a receptionist for the Institute and provides administrative support to the Chief Health Sciences Growth and Innovation Officer, Chief Financial Officer, and Associate Vice President for Finance and Operations for Virginia Tech Health Sciences & Technology.

Responsibilities

• Scheduling and providing calendar support; managing meeting requests; coordinating visit itineraries; and providing planning and on-site assistance for individual and group meetings, including catering and scheduling.
• Captures and processes travel arrangements and financial invoices and reimbursements.
• Provides a professional and courteous presence and support for all internal and external constituents.
• Maintains and projects a stellar customer service approach and philosophy consistent with the support team standards of FBRI.
• Answers phone lines and greets visitors, ensuring a positive and professional first impression.
• Maintains awareness of building activity, working closely with building security for any issues or causes for concern.
• Monitors the loading dock and coordinates incoming deliveries to the appropriate individuals/locations.
• Issues visitation badges to all guests and ensures appropriate access.
• Refers callers and visitors to appropriate individuals, labs and locations.
• Maintains a collaborative work environment with other front office personnel to ensure consistent front desk coverage and operations.
• Maintains the supply closet for Riverside 2 and orders supplies as needed.
• Receives and sorts the incoming mail as needed.
• Provides administrative support as assigned which may include tasks in HR, finance, communications, etc.
• Assists with special events.

Requirements

• Administrative experience with calendaring, scheduling, and supporting meetings.
• Proven ability to cultivate positive working relationships, build and maintain a team-based approach, and gain the trust and respect of all levels of internal and external constituencies.
• Demonstrated ability to work with sensitive and confidential matters and perform duties with a high level of professionalism, confidentiality, flexibility, discretion, judgment, diplomacy, and tact.
• Must communicate clearly and concisely, both verbally and in writing.
• Superior customer service attitude and professional demeanor.
• Ability to maintain/handle confidential information appropriately.
• Demonstrated proficiency in Microsoft Office applications.
• Ability to work in a fast-paced, high-stress environment with a high degree of efficiency.
• Must be detail-oriented and highly organized.
• Ability to multi-task and work independently with minimal supervision.
• Experience in a customer service environment.

Qualifications

• Administrative experience with calendaring, scheduling, and supporting meetings.
• Proven ability to cultivate positive working relationships, build and maintain a team-based approach, and gain the trust and respect of all levels of internal and external constituencies.
• Demonstrated ability to work with sensitive and confidential matters and perform duties with a high level of professionalism, confidentiality, flexibility, discretion, judgment, diplomacy, and tact.
• Must communicate clearly and concisely, both verbally and in writing.
• Superior customer service attitude and professional demeanor.
• Ability to maintain/handle confidential information appropriately.
• Demonstrated proficiency in Microsoft Office applications.
• Ability to work in a fast-paced, high-stress environment with a high degree of efficiency.
• Must be detail-oriented and highly organized.
• Ability to multi-task and work independently with minimal supervision.
• Experience in a customer service environment.