Executive​/Administrative Assistant

This position will support the Founder/CSO in the day-to-day execution of key company functions, including business development initiatives and event planning activities. This role is essential in providing daily support to the Founder/CSO, ensuring efficient administrative processes, managing executive communications, and supporting cross-functional initiatives that drive seamless operations.

• Schedule and coordinate in-office, off-site, and virtual meetings, including meal arrangements for guests.
• Manage team calendars by blocking time appropriately and notifying cross-functional teams of upcoming visits.
• Draft and circulate meeting agendas in advance of client visits.
• Maintain and update the company CRM (), ensuring all client information is accurate and current.
• Draft quotes and proposals under the Founder’s direction.
• Prepare NDA agreements and Statements of Work (SOWs), including inputting client details, outlining deliverables, draft quotes and proposals under the founder’s direction as needed.
• Manage the contract and agreement pipeline by tracking progress, coordinating follow-ups with clients and internal team, and ensuring timely execution.
• Draft, maintain, and monitor broker/referral agreements; update referral trackers and databases accordingly.
• Ensure all contracts, documentation, and client information are properly delivered to facilitate deposits, scheduling, and laboratory workflow.
• Support project onboarding and offboarding processes to ensure smooth lab operations.
• Coordinate annual client appreciation initiatives, including sourcing, purchasing, and distributing end-of-year gifts.

• Proven experience in an Administrative Assistant role, preferably in an R&D or manufacturing environment.
• Excellent organizational skills with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills.
• Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint), Canva, Slack, and  Project Management/CRM.
• Ability to handle confidential information with discretion and professionalism.
• A proactive, problem-solving attitude and ability to work independently.
• Strong interpersonal skills and ability to build positive relationships across all levels of the organization.

• Must be able to work on computer while sitting for up to 8 hours per day.
• Must be able to travel when required.
• Outstanding ability to think creatively and identify to resolve problems.
• Self-motivated

NOTE:

This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.