Administrative Organization:
• Manage multiple calendars, including conference room scheduling and Group Office member availability
• Coordinate internal and external in-person meetings and visits (including ordering food, submitting visitor requests, preparing agendas, reserving parking)
• Maintain office equipment and supply levels
• Serve as the property coordinator and point of contact for property-related matters
• Enter timesheets, process shopping carts, procurements, ship orders, hand-carry requests, and expense vouchers
• Arrange travel and submit expense reports. Proactively work with Group members to insure travel requests are accurate and expense reports are submitted in a timely manner.
• Perform data entry into Laboratory web-based forms and maintain spreadsheets
• Support onboarding for new hires and escort visitors
• Provide coverage for administrative absences in other offices as needed
Proactive Administrative and Efficiency Management:
• Set priorities and manage multiple concurrent tasks in a fast-paced environment
• Work independently under minimal direction, anticipating administrative needs
• Take ownership of key processes, such as onboarding logistics and external visitor meeting coordination
Champion Group Culture and Connection:
• Organize team-building activities, workshops, conferences, and special events to foster collaboration and engagement
• Demonstrate effective written and oral communication skills and interpersonal management
• Maintain professionalism in communication with senior management, external parties, and group members
Protecting Information:
• Handle private and classified electronic and hard copy information with discretion
• Submit release reviews; working with Group members to streamline submission process, insure the appropriate reviewers are assigned to the submission, and facilitate communication.
• Contribute to success of security audits and reviews
Office Space and Logistics Management:
• Submit facilities and IT work orders
• Coordinate logistics for office moves and facility renovations
• Maintain up-to-date listing and map of office assignments
• Manage conference room scheduling and communications with staff and service personnel
Special Projects:
• Additional special projects may be assigned to as part of the role