Executive Administrative Assistant

Lunch Operations Ordering lunch according to rotating schedules (+ plan for restaurant closures) Organize, serve, and coordinate lunch Act as a primary point of contact: To support urgent needs, last‑minute changes, and general inquiries Assist with miscellaneous and time‑sensitive requests including: FDA/USDA visits, internal lunch orders (ERG’s, interviews, Tracie if OOO), room reservations (last minute visits, interviews, double books, etc.) Prompt responses to emails and Teams communications Daily Operations Manage daily lunch, including: Ordering lunch according to rotating schedules (+ plan for restaurant closures) Organize, serve, and coordinate lunch Act as a primary point of contact: To support urgent needs, last‑minute changes, and general inquiries Assist with miscellaneous and time‑sensitive requests including: Internal lunch orders (ERG’s, interviews, Tracie if OOO), room reservations (last minute visits, interviews, double books, etc.), FDA/USDA visits Prompt responses to emails and Teams communications Client & Visitor Experience Coordination Manage client visits from start to finish, including: review and process SVNs, book client rooms (host, security, CRL personnel, visit details included on reservation), scheduling full facility tours, lab tours, and specialized tours based on agenda availability, sending visitor guides and TB test requirements if applicable, organizing Teams groups for tours and client activities, scheduling site presentations based on agenda availability, scheduling agenda activities and sending calendar invites, sending lunch menus and calendar invites to attending client lunches, following up on study activities and calendars (M‑Files, Outlook, etc.) Provide a printed welcome letter, agenda, and necessary forms day of visit Ensure room is clean, snacks and coffee are provided (if visit is prior to reception arrival, set up in advance) If visitor is on site prior to reception arrival, coordinate and communicate with Host & Security to be available Send host agendas for review prior to client distribution, provide finalized agendas to clients with host and SC attached, revise agenda/invites based on client’s response Confirm HazCom, TB, fit test, and exemption documentation via Smartsheet (noting page 10 for fit test if necessary) Send lunch menus and schedules, make client requests work and fit on agenda (less NO, more YES) Promptly respond to client emails and follow‑ups, provide appropriate badge upon client arrival, review and manage vendor visit notifications, ensuring rooms and logistics are handled as needed (TB needed, fit test, visit notifications sent, etc.) Reporting Run Tuesday Reports KPI (Salesforce & Decision Center) Complete monthly credit card reporting, including detailing who the lunches are for on specific day (company or purpose e.g., onboarding), and detailing who attended the lunch (by name and company) Scheduling & Planning Compile and send Weekly Snapshots for upcoming weeks, including: client visits, internal visits, revise & send for any changes, maintain and update the iConnect calendar, manage emergency on‑call scheduling for upcoming week (including sudden changes) Follow up with CRL teams and clients when awaiting responses or confirmations (high importance) Review and manage SPAM reports as assigned (have not done in a while but can if requested) Onboarding Coordinate onboarding logistics for new hires, including: ordering, receiving, and setting up onboarding lunches, preparing and distributing onboarding bags based on confirmed hires Internal Support Provide ongoing internal support and assistance across departments, which can include scheduling rooms for vendors, guiding employees to certain rooms if they’re lost, directing questions to the right people, providing pest control books to QA or EH&S, answering client questions, and random assistance Be a friendly go‑to resource for questions related to scheduling, site logistics, visits, and internal processes Food, Beverage & Hospitality Order Costco supplies for client snacks (ensure never run out of stock) Order beverages through Aramark Car Wash Coordination Send reservation requests to Reno Event Teams (bi‑weekly) Send reminders to those with reservations Friday before wash with details Provide car wash reservations to Chuck Communications & Creative Support Provide ERG’s support, including graphics when requested (via Smartsheet) Assist with communication materials and visuals as needed The max pay rate is 21/hr. #J-18808-Ljbffr