Administrative Assistant

Hourly: $25 - $28

Location: La Jolla, CA

Shift: Monday - Friday, 8 am - 5 pm

Benefits:

• Health and Wellness: Medical, Dental, Vision, and Wellness programs (eligible for medical coverage on day 1)

• Time Off: Paid Time Off (PTO), Company paid holidays, Choice holidays, etc.

• Financial Well-Being: Spending Accounts: Flexible Spending Account (FSA), Health Savings Accounts (HSA), commuter benefits, 401(k), tuition assistance, employee stock purchase plan discount

• Added Protection Coverage: To include critical illness, hospital indemnity, accident, legal, identity theft protection, pet, auto and home insurance

• Recognition: Celebrate your peers and earn points to redeem on gifts and products 

What we’re looking for  

• Education: High school diploma or GED required; Associate degree in business or secretarial science (two-year program) or bachelor's degree in business or liberal arts or science-related field desirable.

• Experience: 2+ years of relevant experience in a fast-paced office or lab environment

• Collaboration Tool: Smartsheet, Microsoft Office: Teams, Word, Outlook, Excel experience

• Data management and ability to learn other computer program

• Can stay calm and level-headed in tense and hectic situations

• Friendly and takes pride in being the first impression of the team

How you will thrive and create an impact  

Avantor’s Lab and Production Services team is a crucial part of the Avantor Services group serving over 500 customers in biopharma, pharmaceutical, educational, industrial, and high-tech industries with customizable, flexible solutions and end-to-end laboratory operations support.

In this role you will:

• Greet and register guests in iVisitor and track visits. Communicate with building security regarding guest registrations and any security needs that might arise. Print and program badges and keep an inventory of all loaner badges.

• Oversee the site inventory and restock, order, and clean the kitchen and office supplies. Coordinate site meeting rooms, office, and common space bookings, as well as preparing/monitoring the common spaces and meeting rooms, as needed, throughout the day ensuring the space is presentable and organized, contacting Janitorial if needed.

• Troubleshoot AV equipment and photocopier and assist those utilizing the meeting rooms as needed when it’s in use. 

• Sustain in managing the Site Head’s calendar and engagements. Scheduling travel, maintaining a changeable calendar, expense reporting, scheduling live meetings and in-person meetings, special projects, and preparing and editing presentations.

• Provide updates on projects and activity progress. Gather and analyze data as requested by management.

• Manage highly confidential matters with discretion and judgment. Be able to exercise sound judgment and discretion and have the flexibility to respond to shifting priorities. 

• Support the procurement management by obtaining quotes, preparing purchase orders, and following up with vendors for laboratory, office, and facilities equipment, goods, and consumables.

• Collaborate with the Sr. Operations Manager and the Business Operations Manager obtaining onboarding company COIs, obtaining them, and making sure they’re all current.  

• Act as a backup for collecting and tracking all packages from the Loading Dock and Mailroom and distributing them. As well as answering notifications for deliveries when needed.

• Accommodate with managing the Help Desk Management Program in a timely manner and escalating tickets that are deemed urgent.

• Managing the site head calendar and expense reports.

• Conduct licensee onboarding and off-boarding by performing assigned duties with respect to laboratory and office preparation, move-in/move-out, and communication with licensees.