Administrative​/Executive Support

Temporary Reception/Administrative Responsibilities

Daily Operations

Manage daily lunch, including:

• Ordering lunch according to rotating schedules (+ plan for restaurant closures)
• Organize, serve, and coordinate lunch

Act as a primary point of contact:

• To support urgent needs, last-minute changes, and general inquiries

Assist with miscellaneous and time-sensitive requests including:

• Internal lunch orders (ERG's, interviews, Tracie if OOO)
• Room reservations (last minute visits, interviews, double books, etc.)
• FDA/USDA visits

Prompt responses to emails and Teams communications

Client & Visitor Experience Coordination

Manage client visits from start to finish, including:

• Review and process SVNs
• Booking client rooms (host, security, CRL personnel, visit details included on reservation)
• Scheduling full facility tours, lab tours, and specialized tours based on agenda availability
• Sending Visitor Guides and TB test requirements if applicable
• Organizing Teams groups for tours and client activities
• Scheduling site presentations based on agenda availability
• Scheduling agenda activities and sending calendar invites
• Sending lunch menus and calendar invites to CRL attending client lunches
• Following up on study activities and calendars (M-Files, Outlook, etc.)
• Provide a printed Welcome Letter, Agenda, and necessary forms day of visit
• Ensure room is clean, snacks and coffee are provided (if visit is prior to reception arrival, set up in advance)
• If visitor is on site prior to reception arrival, coordinate and communicate with Host & Security to be available
• Sending host agendas for review prior to client distribution
• Providing finalized agendas to clients with host and SC attached
• Revise agenda/invites based on client's response
• Confirming Haz Com, TB, fit test, and exemption documentation via Smartsheet (noting page 10 for fit test if necessary)
• Sending lunch menus and schedules
• Making client requests work and fit on agenda, less NO, more YES
• Promptly responding to client emails and follow-ups
• Provide appropriate badge upon client arrival

Review and manage vendor visit notifications, ensuring rooms and logistics are handled as needed (TB needed, fit test, visit notifications sent, etc.)

Reporting

Run Tuesday Reports

KPI (Salesforce & Decision Center)

Complete monthly credit card reporting, including:

• Detailing who the lunches are for on specific day (company or purpose ex. Onboarding)
• Detailing who attended the lunch (by name, and company)

Scheduling & Planning

Compile and send Weekly Snapshots for upcoming weeks, including:

• Client visits
• Internal visits
• Revise & send for any changes

Maintain and update the iConnect calendar

Manage Emergency On-Call scheduling for upcoming week (including sudden changes)

Follow up with CRL teams and clients when awaiting responses or confirmations (high importance)

Review and manage SPAM reports as assigned (have not done in a while but can if requested)

Onboarding

Coordinate onboarding logistics for new hires, including:

• Ordering, receiving, and setting up onboarding lunches
• Preparing and distributing onboarding bags based on confirmed hires

Internal Support

Provide ongoing internal support and assistance across departments

Food, Beverage & Hospitality

Order Costco supplies for client snacks (try to never run out of stock!)

Order beverages through Aramark

Car Wash Coordination

Sending reservation requests to Reno Event Teams (bi-weekly)

Sending reminders to those with reservations Friday before wash with details

Providing car wash reservations to Chuck

Communications & Creative Support

Provide ERG's support, including graphics when requested (via Smartsheet)

Assist with communication materials and visuals as needed