Job Details

Role Summary:
You will oversee the full interview lifecycle, including travel logistics, to provide a welcoming and seamless introduction to our team. Additionally, you will coordinate essential onboarding activities and support broader administrative operations to ensure new hires and
internal teams are positioned for long-term success. We seek a proactive, adaptable professional who excels in dynamic environments, enjoys interpersonal collaboration, and possesses a continuous improvement mindset.

Job Responsibilities:
Highly skilled in Google Suite and able to manage gCal scheduling of department, team and ad hoc meetings with both internal and external stakeholders (onsite, offsite, live or virtual)
Proficient in all available tech meeting platforms including in room technology, video conferences, Google Meets, Zoom and global webcasts
Schedule and support external candidate interviews
Lead the coordination and execution of small Internal/within department meetings of 3-6 people and internal standing meetings small team off-sites (1 day with no sleeping rooms and no activities) and on-sites including sprints and face to face team meetings
Support the planning and execution of department-wide staff meetings (e.g. Town Halls, department meetings, etc), meeting logistics including agenda creation/distribution, meeting materials, catering, room set-up, etc.
Support to ensure attendees are prepared to participate in meetings including AV
connection, gMeets, Zoom info, etc.
Send communications on behalf of someone (note: complexity depends upon the person requesting)
Manage communications for day-to-day team operations, including changes in policies, processes, department reminders (e.g. handling of gifts, etc.), team agreements
Plan and coordinate team huddles and small team events (community driven, informal)
Ensure that employees are recognized for milestones (anniversaries, weddings,
birthdays, etc.) based on department guidelines and company policies
Serve as the internal and external face/liaison between the team and company, acting appropriately and professionally

Possess a general knowledge of IT systems such as cSuite, virtual
conference tools, etc
Submit facilities, IT, and Site Service requests
Manage purchase orders, invoices, payment tracking and vendor maintenance
Facilitate new hire onboarding, executing the first 30 days checklist in addition to
ensuring technology is available and functional for the new hire
Manage distribution lists, print services, office supply process and shipping/receiving

Functional Job Responsibilities: (30% specific to the role)
Responsibilities include managing interview scheduling, facilitating post-interview
feedback sessions, coordinating candidate travel logistics, and preparing interview materials for panels in advance. Serving as the primary onsite point of contact, you will host candidates to ensure a welcoming experience while maintaining accurate talent
acquisition documentation. Additionally, you will assist in clerical duties that may include, but are not limited to, general office support and facilitating onboarding activities such as coordinating site access and distributing IT equipment (e.g., headsets, keyboards, and mice), procurement needs. Given the current start-up nature of this facility, the initial scope of responsibilities remains comprehensive and is subject to refinement as our operations expand.

Required Skills and Qualifications:
An average of 3-5 years related administrative, operations or project support experience (experience gained in pharmaceutical/biotechnology industry is preferred)
Ability to handle routine and impromptu assignments with minimal supervision
Collaborative, supports team development, seeks all relevant or useful information for the team, willing to contribute and assist others in the dept as needs arise
Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information
Demonstrates accuracy and attention to detail of own and other’s work
Confident operating within a well defined job scope and a shared decision making
process
In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools
(including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM)
Familiarity with the companies  organization preferred
High school diploma and equivalent industry experience preferred

Pay ranges between 25-30/hr based on experience