Administrative Assistant

Location: On-Site, Part-Time

Compensation: $18-$20/hr

Start Date: ASAP

Scientific Safety Alliance, or SSA, exists to Accelerate Science. Delightfully. SSA is growing at an exceptional rate and is rapidly climbing Inc Magazines 2024 and 2025 list of fastest growing privately held companies. How fast? In a little over 2.5 years, we have acquired 16 companies and our growth is only accelerating.

Who do we serve? We serve the life sciences world, including pharmaceutical, biotech, hospital, and research facilities that rely on us to keep their controlled environments compliant and ready for discovery. Our mission is simple: remove the friction so our customers can focus on innovation.

What makes SSA special? SSA is a 100% founder and employee‑owned company. Every team member has a stake in the outcome, and everyone’s performance directly impacts the value of their ownership. We have grown from a handful of regional teams into one of the fastest‑growing companies in the United States through a network of specialized local service companies. Our people are highly motivated problem solvers who take pride in precision, responsiveness, and integrity.

We do more than maintain equipment; we help enable the discoveries that shape modern medicine and science. Our goal every day is to build the best company in the world, one founded on sweat equity, collaboration, and shared success.

The Administrative Assistant plays an important support role in the daily operations of the Calyx lab. This individual will help manage the flow of equipment coming in and out of the lab, coordinate third‑party services, and ensure documentation is properly tracked and organized. The Administrative Assistant reports to the Customer Success Manager and works closely with our customers, vendors and field technicians.

This is a part‑time role (approximately 30 hours per week) ideal for someone detail‑oriented and dependable, with interest in growing into broader responsibilities in business operations or quality systems over time.

We’re builders  move fast, make things better, and care deeply about getting it right — not because someone’s watching, but because science is counting on us.

• Receive, inspect, and log incoming equipment from customers
• Package and ship outgoing devices, including those sent to third‑party vendors
• Create and manage RMAs, shipping labels, and vendor correspondence
• Track inventory of customer devices using our calibration management system (Indy Soft)
• Assist with internal QA processes related to ISO 17025 standards
• Provide support for quoting and invoicing tasks as training progresses
• Communicate with customers about equipment status or shipping arrangements
• Assist the Customer Success Manager with ongoing improvement efforts

• Strong organizational skills and attention to detail
• Comfortable learning new digital systems and calibration terminology
• Clear and professional communication, both written and verbal
• Self‑motivated and able to manage daily responsibilities with minimal oversight
• Previous experience in administrative support, shipping/receiving, or operations preferred
• Experience in a technical or scientific work environment is a plus
• Must be able to lift up to 30 lbs and manage hands‑on tasks in a lab setting

• You embody our core values — acting with integrity, urgency, and openness while embracing change and working autonomously.

• You are relationship-driven — you focus on building trust and long‑term value, not just completing transactions.

• You are comfortable with ambiguity — when things are unclear, you dig in, gather information, and craft solutions that balance immediate customer needs with scalable, long‑term growth.

• You think like an owner — proactive, decisive, and fully accountable for outcomes.