Executive Assistant / Operations Support Specialist

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Competitive salary
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Company: Fastest Labs of Meridian and Boise
Location: Meridian, Idaho
Reports To: Integrator / General Manager
Employment Type: Full-Time
Compensation: $18$25 per hour, depending on experience

Position Summary

Are you a positive force who LOVES working with people? Are you also software savvy? Do you proactively solve problems and create solutions that everyone is amazed by? If so, keep reading! The Executive Assistant / Operations Support Specialist supports the General Manager by assisting with operational, client support, administrative, billing, scheduling, and field testing responsibilities.

This person will help keep the business organized, responsive, and efficient while freeing the General Manager to focus on growth, sales, strategy, and leadership.

The ideal candidate is organized, dependable, tech-savvy, proactive, and comfortable learning new systems. Experience using AI tools, automation, CRM software, spreadsheets, and business technology is a strong plus.

About Fastest Labs

Fastest Labs provides professional drug, alcohol, DNA, and workplace testing services for companies and individuals. We help employers build safer workplaces, stay compliant, make better hiring decisions, and respond quickly when testing needs arise.

Our standard is simple: clean, fast, accurate, and dignified testing.

We are growing and looking for a highly capable, proactive person who can support the General Manager, improve operational follow-through, communicate well with clients, and help the business scale.

This is not a wait to be told what to do role. We need someone who sees what needs to happen, takes ownership, uses technology well, and helps move the business forward.

Key Responsibilities

Operations & Administrative Support

• Support the General Manager with day-to-day operational priorities
• Manage and organize the General Managers email inbox
• Proactively identify tasks, issues, and follow-ups that need attention
• Help improve business processes, workflows, checklists, and systems
• Assist with documentation, internal processes, and operational organization
• Track open tasks and follow through until completion

Client Communication & Account Support

• Communicate professionally with clients by phone, email, and text
• Help onboard new corporate accounts and clients
• Assist clients with testing questions, scheduling, account setup, and general support
• Maintain fast, clear, and respectful communication with clients
• Help create a positive client experience from first contact through ongoing service

Scheduling & Field Testing

• Schedule on-site drug and alcohol testing appointments
• Perform scheduled on-site drug and alcohol testing for clients
• Participate in the after-hours and on-call testing rotation
• Represent Fastest Labs professionally while working at client locations
• Follow testing procedures, chain-of-custody requirements, and confidentiality standards
• Maintain a clean, respectful, and professional testing experience for donors

Billing, Invoicing & Inventory

• Complete monthly client invoicing and billing support
• Coordinate with lab managers on inventory needs
• Manage inventory ordering for both lab locations
• Help maintain accurate records for supplies, orders, and client billing
• Follow up on missing information, billing questions, and operational details

Technology, AI & Process Improvement

• Use software tools to improve speed, organization, and accuracy
• Learn and use company systems, including CRM, scheduling, billing, email, spreadsheets, and testing platforms
• Use AI tools responsibly to improve writing, organization, workflow, documentation, and productivity
• Look for ways to reduce repetitive work, improve response time, and make processes more scalable
• Bring ideas to the table instead of simply maintaining the status quo

The Right Person Will Be:

• Highly organized and detail-oriented
• Proactive and self-directed
• Comfortable taking ownership of important tasks
• Strong with software, spreadsheets, email, and business systems
• Experienced in using AI and technology to work smarter
• Professional with clients, donors, and team members
• Calm under pressure and able to handle urgent requests
• Comfortable with accountability and follow-through
• Able to protect confidential information
• Willing to learn drug and alcohol testing procedures
• Reliable, punctual, and dependable
• Comfortable working both in the office and in the field

Required Qualifications

• Strong written and verbal communication skills
• High comfort level with computers, software, email, and spreadsheets
• Ability to manage multiple priorities without constant supervision
• Valid drivers license and reliable transportation
• Willingness to travel locally between Boise, Meridian, and client locations
• Willingness to participate in after-hours/on-call testing rotation
• Ability to maintain confidentiality and follow detailed procedures
• Ability to pass required background checks and company screening requirements

Preferred Qualifications

• Experience as an executive assistant, operations coordinator, office manager, client success specialist, or administrative support professional
• Experience with CRM systems, billing software, scheduling tools, Google Workspace, Microsoft Office, or similar platforms
• Experience using AI tools such as ChatGPT or other productivity platforms
• Experience in healthcare, compliance, HR support, testing, logistics, or field service
• Experience with invoicing, client onboarding, or inventory coordination
• DOT drug and alcohol testing experience is helpful but not required

Physical & Work Requirements

• Ability to travel locally for on-site testing appointments
• Ability to stand, walk, bend, and carry testing supplies as needed
• Ability to work in an office, lab, and client-site environment
• Ability to occasionally work outside normal business hours as part of an on-call rotation
• Ability to follow strict testing, documentation, and confidentiality procedures

Why Join Fastest Labs?

This is a meaningful role in a growing small business where your work directly impacts client experience, team efficiency, and business growth.

You will not be stuck doing the same narrow task every day. You will support operations, clients, field testing, billing, inventory, technology, and process improvement. For the right person, this role has room to grow.

We are looking for someone who wants to become a trusted operational right hand- not just someone looking for a desk and a checklist.

Must be able to work a variable schedule based on client needs and participate in a rotating after-hours on-call schedule for testing collections.

Equal Opportunity Employer

Fastest Labs is an Equal Opportunity Employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.