Administrative Assistant

The Opportunity

The administrative assistant will perform a wide range of administrative duties, including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports, and presentations, handling information requests, planning conferences, and meetings, providing purchasing and Accounts Payable support, making travel arrangements, and maintaining calendars and schedules.

What We’re Looking For

Education: High School education or GED required

• Experience: A minimum of 2-3 years of relatable job experience.
• Familiar with using Microsoft Office packages, including Outlook, Excel, Word, and PowerPoint.
  
  

Preferred Qualifications: 

• Collaborator, motivated self-starter, detail-oriented, and positive attitude.
• Attention to detail and analytical thinking.
• Excellent written and verbal communication skills.
• Must have the ability to build relationships with vendors.
• Must have the ability to communicate effectively to report on projects as needed.
• Excellent time management skills and the ability to prioritize work.
  
  

How You Will Thrive And Create An Impact

• Manage office supplies and supplier relations.
• Places different orders for office supply needs and keeps cost tracking and allocation.
• Permanent communication with building administration representatives to fix any damage or make required changes in the office space arrangement.
• Supports the risk assessment process, near-miss reporting and solutions, and the health and safety process as per local requirements.
• Manage general administrative tasks, organize company events (team buildings, meetings, training, etc.), and manage all the logistics parts and relations with suppliers.
• Sorting and distributing incoming and outgoing posts.
• Supports onsite leader with day-to-day site operations.
• Works directly with local Vendors on the purchasing of Pack/Ship Supplies
• Manges on-time payments for all site-related leases
• Works closely with finance representatives to keep all inventory records updated.
• Keep track of all documents needed by/for the accountancy company (invoices, contracts, and others)
• Oversee all travel arrangements, including flight booking, hotel and restaurant reservations, ground transportation, and car rental reservations.
• Facilitates the liaison between associates and travel agencies.
• Provides monthly reports regarding travel and any other type of needed reports.
• Stationary inventory management and order placement.
• Archiving of company documents according to local law.
• Maintains a record of entry and exit of documents and registers them.
• Maintaining a clean and enjoyable working environment.
• Pre-onboarding support: Access card, key, parking, office supplies.
• Provides support to the Sr. Director of Northeast Supply Chain (7 locations).
• Manages P.O. process across sites, including vendor set-up.
• Attends budget reconciliation meetings to provide intel as needed.
• Works alongside the facilities manager on day-to-day project management tasks.
• Provides support during customer, state, and federal audits to ensure required documentation is in order.
• Supports the health and safety process as per local requirements.
  
  

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position. Avantor is proud to be an equal opportunity employer.

Why Avantor?

Dare to go further in your career. Join our global team of 14,000 associates whose passion for discovery and determination to overcome challenges relentlessly advances life-changing science.

The work we do changes people's lives for the better. It brings new patient treatments and therapies to market, giving a cancer survivor the chance to walk his daughter down the aisle. It enables medical devices that help a little boy hear his mom's voice for the first time. Outcomes such as these create unlimited opportunities for you to contribute your talents, learn new skills and grow your career at Avantor.

We are committed to helping you on this journey through our diverse, equitable and inclusive culture which includes learning experiences to support your career growth and success. At Avantor, dare to go further and see how the impact of your contributions set science in motion to create a better world. Apply today!

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. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address.

For more information about equal employment opportunity protections, please view the Equal Employment Opportunity is THE LAW Poster, EEO is the Law Poster Supplement, and Pay Transparency Non-Discrimination Provision.

3rd Party Non-Solicitation Policy

By submitting candidates without having been formally assigned on and contracted for a specific job requisition by Avantor, or by failing to comply with the Avantor recruitment process, you forfeit any fee on the submitted candidates, regardless of your usual terms and conditions. Avantor works with a preferred supplier list and will take the initiative to engage with recruitment agencies based on its needs and will not be accepting any form of solicitation.