Administrative Assistant

Company: Meso Scale Discovery
Location: Rockville
Posted on: November 22, 2021

Job Description:

POSITION SUMMARY:This position is responsible for providing reception desk and general administrative support as assigned. Duties may include, but are not limited to answering the main phone line, greeting and signing in visitors, processing supply orders, meeting room scheduling, handling mail and package deliveries, daily article distribution, filing, invoice and receipt tracking and retrieval.DUTIES AND RESPONSIBILITIES:* Answer the company's main phone line for outside callers; transferring calls and taking and ensuring messages are passed to the appropriate employee on a timely basis.* Greet and provide guidance to visitors and vendors to sign the visitor entry sheet in accordance of MSD's building security policy, follow Safety directed protocol screening, issue each a visitor's badge, and track the visitors log for existing guests; when needed, confirm visitor clearance through Legal and EH&S.* Coordinate biweekly lunch orders for new hire orientation and delivery.* Schedule and reserve visitor conference rooms and recurring meeting room requests.* Sort mail daily, receive, log package deliveries, prepare labels for outgoing packages as requested and send weekly mail log tracking document to supervisor.* Compile daily/weekly articles from specified publication websites, prepare the document using the template and distribute to the executive team every morning and each Monday for weekly featured articles.* Coordinate approval and ordering of non-standard office supply requests. Ensure best price from vendor and seek approval of the employee's department senior [TNT level] manager.* Submit break room supply orders based on the PAR system; submit standard office supply orders as requested by building, track and review monthly invoice against orders.* Maintain toner inventory for all buildings and distributes upon request.* Send weekly reminders to TNT meeting attendees and provide report on attendance to the CEO and TNT meeting coordinators.* Receive scientific article requests, submit for approval, track, maintain electronic file on all articles received, and confirm article receipt when invoiced.* Track expenses and receipts using the shared folder for all corporate credit card purchases.Prepare MSD's standard customer training certificate as requested by Field Application Scientist when customer training is completed.* Make hotel reservations for visiting field employees at the company-designated local hotels, send confirmations to the travelers, track booking dates, including cancellations, verify that the direct-billed invoices are accurate.* Create new employee badges and oversee employee building access badge replacement requests and follow up on employee badge issues with IT and Facilities.* Assist on special projects that may include support to HR, Facilities, IT, Safety and other departments.* Process employee gift basket requests by obtaining HR and senior management approval according to program guidelines; place orders upon approval by the Chief Legal Counsel and confirm receipt for company credit card charge.* Assignments may vary depending upon departmental needs.EXPERIENCE AND QUALIFICATIONS:* High school diploma.o Associate's or Bachelor's degree preferred.* Minimum one year of office administrative experience.KNOWLEDGE, SKILLS AND ABILITIES:* Must be able to be punctual with reliable attendance to work core business hours of 8:30 a.m. to 5:30 p.m.* Excellent communication skills with the ability to organize, present, and articulate ideas both verbally and in writing.* A professional presence and strong interpersonal skills for interacting in a courteous, timely, and diplomatic manner with all levels of employees as well as other parties/stakeholders involved with the organization* Proficient in Microsoft Outlook, Excel and Word. Knowledge of PowerPoint and SharePoint will be helpful.* Excellent organizational skills with the ability to prioritize workload and meet deadlines with an appropriate sense of urgency.* Organizational, project, and priority management skills for planning, executing and following up on issues, projects and daily responsibilities in order to meet established deadlines.* Attention to detail with demonstrated commitment to excellence and performance.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.WORK ENVIRONMENT:Standard office environment.

Keywords: Meso Scale Discovery, Rockville , Administrative Assistant, Administration, Clerical , Rockville, Maryland