Administrative Assistant I

POSITION SUMMARY:

This position is a key member of MSD’s centralized administrative office services team to provide general administrative support of all employees. Primary responsibilities include backup to the Reception Desk for daily breaks, vacation and other outages, weekly inventory stock check, ordering and reporting on office and kitchen supplies and weekly scanning and digital filing of lab notebooks.

DUTIES AND RESPONSIBILITIES:

• Provide a wide range of routine administrative tasks including, but not limited to, data entry, photocopying, mailings, preparing reports, coordinating collateral print requests, ordering company supplies, reserving meeting rooms, invoice processing, move requests, and responding to help desk tickets

• Responsible for stocking and maintaining office and break room supplies in all local facilities. Prepare monthly reports on consumption/use of supplies and make recommendations for restocking. Ensure supply orders are discounted with contracted vendor.

• Act as primary backup to the Reception Desk for daily breaks and leave. Responsibilities include answering phones, greeting and signing in visitors, sorting mail, reserving conference rooms, coordinating catering, making local hotel reservations, and ordering nonstandard office supplies.

• Assist with compiling daily articles from specified publication websites, preparing summaries, and distributing to executive team as instructed.

• Scan laboratory notebooks ensuring clear and readable documents are readily available in required folders. Provide monthly report of completed notebooks.

• Maintain understanding of all company processes for visitors, meeting catering, new hire setup and building access card assignment and policies.

• Ensure all conference rooms are fully stocked. Responsible for preparing conference rooms for events to include but not limited to visitor presentations, catered luncheons and new hire orientation.

• Track new hire preparation to ensure all hiring managers have submitted the proper documents well in advance to their new hire’s start date. May need to assist with boxing and storage of contents in vacated workspaces that are assigned to new departments.

• Maintain the Admin team’s paperless filing retrieval system to provide historical and backup data for various projects, including past contracts, pricing quotes, orders, and receipts to assist with company credit card reconciliation.

• Place and track orders for scientific articles requested. Provide monthly Scientific Literature reports.

• Maintain seating charts for all campus locations. Requires periodic walk-through of buildings to check seating charts and updating for assignments that may have occurred outside the process.

• Backup and assistance on VIP briefing catering and meeting setup, support of company functions as directed.

• Other duties as assigned.

EXPERIENCE AND QUALIFICATIONS:

• High school diploma or equivalent required

o Bachelor’s degree preferred

• Minimum of two years of administrative experience

KNOWLEDGE, SKILLS AND ABILITIES:

• A professional presence and strong interpersonal skills for a proactive customer and service focus for both MSD customers and internal (employee) customers.

• Solid knowledge of MS Office including proficiency in Excel skills.

• Solid knowledge of SharePoint and Adobe Acrobat.

• Ability to gather data, compile information, analyze and prepare reports and maintain records.

• Excellent organizational, planning, and time management skills with the ability to manage multiple and often changing priorities and issues of varying complexity, while meeting time-sensitive deadlines and deliverables.

• Ability to read and comprehend the content of documents and take appropriate action.

• Knowledge of Cisco Unified Phone system preferred or other switchboard type technology.

• Must have transportation to travel to nearby company buildings that are not walking distance; valid driver’s license preferred.

PHYSICAL DEMANDS:

While performing the duties of this job, the individual is frequently required to sit and stand for long periods. The individual is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; reach with hands and arms. This position requires moving/lifting up to 15 pounds.

WORK ENVIRONMENT:

Standard office environment