Administrative Assistant

Administrative Assistant

This Administrative Assistant role provides high-level administrative support to multiple teams across lab sites in Redmond, WA and to a senior leader based in San Jose, CA. The position focuses on coordinating deliveries and logistics, managing calendars and meetings, supporting contractor onboarding, and handling day-to-day operational needs such as orders and office moves in a fast-paced, hybrid work environment.

Responsibilities

• Receive and process internal and external deliveries for multiple lab buildings ensuring accurate tracking and timely distribution.
• Coordinate outgoing deliveries, including preparing shipments, arranging pick-ups, and maintaining clear documentation for items leaving the facilities.
• Support onboarding for new contractors by coordinating account permissions, ensuring access to required systems, and facilitating completion of necessary training.
• Manage and place Costco orders and other supply requests to ensure teams have the materials and provisions needed for daily operations.
• Coordinate working lunch and dinner orders for employees in buildings without cafeteria services, including collecting headcounts, placing orders, and arranging delivery or pick-up.
• Proactively follow up with approvers to expedite purchase order (PO) approvals and reduce delays, helping to keep projects and operations moving efficiently.
• Arrange forklift and truck rentals as needed for lab and office operations, including scheduling, vendor coordination, and confirming availability for project timelines.
• Coordinate office moves, including planning logistics, organizing packing and set-up, and communicating schedules and requirements to affected staff.
• Manage complex calendar scheduling for leaders and teams, including setting up prep meetings, VP-level meetings, and other key appointments using Outlook.
• Assist with project coordination tasks, such as tracking deadlines, organizing meeting logistics, and supporting cross-functional communication.
• Provide general administrative support to local Redmond lab teams and the senior leader in San Jose, adapting to changing priorities in a fast-paced environment.

Essential Skills

• 2–4 years of experience in a fast-paced administrative or office support setting.
• Proven experience with calendar management, including scheduling prep meetings and VP-level meetings using Outlook or similar tools.
• Demonstrated project experience, with the ability to support project coordination and manage multiple tasks concurrently.
• Strong transferable administrative skills, including organization, time management, and attention to detail.
• Ability to manage logistics for deliveries, orders, and office moves with accuracy and reliability.
• Effective communication skills to follow up on purchase order approvals and coordinate with various stakeholders.
• Comfort working in a hybrid environment and supporting multiple teams across different locations.

Additional Skills & Qualifications

• Experience using Outlook for calendar and meeting management.
• Experience in supporting lab or technical office environments is beneficial.
• Experience coordinating vendor services such as equipment rentals and catering is a plus.
• Ability to work independently while supporting large teams, including a high-level leader with approximately 250 direct and indirect reports.
• Experience trumps formal degree requirements; candidates with strong relevant experience are encouraged to apply regardless of educational experience.

Work Environment

This role operates in a hybrid work model based in Redmond, WA, with a minimum of three days per week onsite. Onsite presence may vary depending on active projects and operational needs, such as lunch orders, forklift rentals, and receiving internal and external deliveries. The position supports a local Redmond team of roughly 100 employees across multiple lab sites, as well as a high-level leader located in San Jose with approximately 250 employees reporting into that organization.

The environment is fast-paced and dynamic, with frequent coordination of logistics, meetings, and operational activities across buildings without cafeteria services. Dress code is standard…