Administrative Assistant Job at Avantor in San Diego

JOB SUMMARY

In this role you will report to the supervisor of scientific services and work closely with the Avantor Lab and Production Services professionals to serve customers by performing customized, mission‑based lab work and research protocols that help return time back to science.

Location: La Jolla, CA | Shift: Monday – Friday, 8 a.m. – 5 p.m. | Hourly Pay: $25–$28

RESPONSIBILITIES

• Greet and register guests in iVisitor and track visits.
• Communicate with building security regarding guest registrations and any security needs that might arise.
• Print and program badges and keep an inventory of all loaner badges.
• Oversee the site inventory and restock, order, and clean kitchen and office supplies.
• Coordinate site meeting rooms, office, and common space bookings, as well as preparing/monitoring the common spaces and meeting rooms throughout the day, ensuring the space is presentable and organized, contacting Janitorial if needed.
• Troubleshoot AV equipment and photocopier and assist those utilizing the meeting rooms as needed.
• Manage the Site Head’s calendar and engagements: scheduling travel, maintaining a changeable calendar, expense reporting, scheduling live and in‑person meetings, special projects, and preparing and editing presentations.
• Provide updates on projects and activity progress.
• Gather and analyze data as requested by management.
• Manage highly confidential matters with discretion and judgment.
• Exercise sound judgment and discretion while responding to shifting priorities.
• Support procurement management by obtaining quotes, preparing purchase orders, and following up with vendors for laboratory, office, and facilities equipment, goods, and consumables.
• Work with the Sr.

Operations Manager and Business Operations Manager to obtain onboarding COIs, keep them current.

• Act as a backup for collecting and tracking all packages from the Loading Dock and Mailroom, distributing them, and answering notifications for deliveries when needed.
• Accommodate Help Desk Management Program in a timely manner and prioritize urgent tickets.
• Conduct licensee onboarding and off‑boarding with laboratory and office preparation, move‑in/move‑out, and communication with licensees.

QUALIFICATIONS

• High school diploma or GED required.

Associate degree in business or secretarial science (two‑year program) or bachelor's degree in business, liberal arts, or science‑related field desirable.

• Minimum 2years of relevant experience in a fast‑paced office or lab environment.
• Proficiency with Smartsheet, Microsoft Teams, Word, Outlook, and Excel.

Ability to learn other computer programs.

• Calm, level‑headed demeanor in tense and hectic situations.
• Friendly, takes pride in being the first impression of the team.

BENEFITS

• Health and Wellness: Medical, Dental, Vision, and Wellness programs (eligible for medical coverage on day1).
• Time Off: Paid Time Off (PTO), company‑paid holidays, elective holidays, etc.
• Financial Well‑Being: Flexible Spending Account (FSA), Health Savings Account (HSA), commuter benefits, 401(k), tuition assistance, employee stock purchase plan discount.
• Added Protection Coverage for critical illness, hospital indemnity, accident, legal, identity theft protection, pet, auto, and home insurance.
• Recognition: Earn points to redeem on gifts and products.

COMPENSATION

Pre‑tax hourly pay: $25–$28 (Annual equivalent: $57,500.00–$92,575.00 depending on experience and location).

EEO STATEMENT

We are an Equal Employment/Affirmative Action employer and VEVRAA Federal Contractor.

We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state/province, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at recruiting@avantorsciences.com and let us know the nature of your request and your contact information.

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