Executive / Administrative Assistant

This position will support the Founder/CSO in the day-to-day execution of key company functions, including business development initiatives and event planning activities. This role is essential in providing daily support to the Founder/CSO, ensuring efficient administrative processes, managing executive communications, and supporting cross-functional initiatives that drive seamless operations. Position Duties and Scope Schedule and coordinate in-office, off-site, and virtual meetings, including meal arrangements for guests. Manage team calendars by blocking time appropriately and notifying cross-functional teams of upcoming visits. Draft and circulate meeting agendas in advance of client visits. Maintain and update the company CRM (Monday.com), ensuring all client information is accurate and current. Draft quotes and proposals under the Founder’s direction. Prepare NDA agreements and Statements of Work (SOWs), including inputting client details, outlining deliverables, draft quotes and proposals under the founder’s direction as needed. Manage the contract and agreement pipeline by tracking progress, coordinating follow-ups with clients and internal team, and ensuring timely execution. Draft, maintain, and monitor broker/referral agreements; update referral trackers and databases accordingly. Ensure all contracts, documentation, and client information are properly delivered to facilitate deposits, scheduling, and laboratory workflow. Support project onboarding and offboarding processes to ensure smooth lab operations. Coordinate annual client appreciation initiatives, including sourcing, purchasing, and distributing end-of-year gifts. Position Requirements Core Competencies Proven experience in an Administrative Assistant role, preferably in an R&D or manufacturing environment. Excellent organizational skills with the ability to multitask and prioritize effectively. Strong written and verbal communication skills. Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint), Canva, Slack, and Monday.com Project Management/CRM. Ability to handle confidential information with discretion and professionalism. A proactive, problem-solving attitude and ability to work independently. Strong interpersonal skills and ability to build positive relationships across all levels of the organization. Other Requirements Must be able to work on computer while sitting for up to 8 hours per day. Must be able to travel when required. Outstanding ability to think creatively and identify to resolve problems. Self-motivated NOTE:This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization. #J-18808-Ljbffr