Administrative Assistant

Description

This is a 100% ONSITE position and does not allow for remote work.

This position is a key member of MSD's centralized administrative office services team to ensure efficient office operations at our buildings in Rockville, MD. Primary responsibilities include daily backup to the Reception Desk to answer phones and welcome visitors, weekly stock check and reordering office and kitchen supplies, process invoices, and weekly scanning of lab notebooks for digital filing.

• Provide a wide range of routine administrative tasks including, but not limited to, data entry, photocopying, mailings, prepare reports, coordinate print requests with vendor, order supplies, reserve meeting rooms, invoice processing, and respond to employees' help desk requests.
• Responsible for stocking and maintaining office and break room supplies in all campus buildings. Prepare monthly supply usage reports and submit orders for restocking to the supervisor for approval. Ensure supply orders are discounted with contracted vendor and manage purchase order budgets for supplies.
• Act as primary backup to the Reception Desk for daily breaks and leave. Responsibilities include answering phones, greeting and signing in visitors, sorting mail, reserving conference rooms, ordering catering, acquire manager approval and submit reservations with local contracted hotel, order nonstandard office supplies and receiving/signing for Fed Ex/UPS packages.
• Assist with compiling daily articles from specified publication websites, preparing summaries, and distributing to the executives.
• Scan laboratory notebooks ensuring clear and readable documents are readily available in online folders. Provide monthly report of completed notebooks to quality manager.
• Comprehend and recall company processes for visitor building access, purchasing, new hire setup, supply purchases, and building access card assignment, as well as company policies.
• Ensure visitor‑designated conference rooms are set including chairs in place, lights and other equipment is functioning; and the room has supplies for lunch setup (plates, napkins, etc.).
• Track new hire preparation to ensure all hiring managers have submitted the proper documents well in advance to their new hire's start date. May need to assist with boxing and storage of contents in vacated work spaces that are assigned to new departments.
• Assist with employee events including SharePoint registration, coordination of teambuilding activities, holiday parties, logo'd swag giveaway, annual charitable drive, and assistance with annual sales meeting registration, and other activities.
• Maintain the Admin team's paperless filing retrieval system to provide historical and backup data for various projects, including past contracts, pricing quotes, orders, and receipts to assist with company credit card reconciliation.
• Place and track orders for scientific articles requested; review and approve vendor invoices.
• Process workspace move request for sr. management approval and maintain seating charts for all campus locations. Requires periodic walk-through of buildings to check seating charts and update for assignments that may have occurred outside the process.
• Assistance on VIP/customer briefing room precheck, catering and meeting setup, guest greeting and sign in.
• Other duties as assigned.

• High school diploma or equivalent required
• Bachelor's degree preferred
• Minimum of two years of administrative experience

• A professional presence and strong interpersonal skills for a proactive customer and service focus for both MSD customers, our vendor partners, and employees.
• Proficient in MS Outlook, Word, PowerPoint, and intermediate to advanced Excel skills.
• Basic technical skills to set up SharePoint registrations and edits in Adobe Acrobat.
• Ability to gather data, compile information, analyze and prepare reports and maintain records.
• Excellent planning, and time management skills with the ability to work independently and organize multiple and changing priorities, while meeting deadlines and deliverables.
• Ability to read and comprehend the…