Administrative/Executive Support

Description:

Temporary covering a leave

RECEPTION/ADMINISTRATIVE RESPONSIBILITES 2026
Daily Operations
" Manage daily lunch, including:
o Ordering lunch according to rotating schedules (+ plan for restaurant closures)
o Organize, serve, and coordinate lunch
" Act as a primary point of contact:
o To support urgent needs, last-minute changes, and general inquiries
" Assist with miscellaneous and time-sensitive requests including:
o Internal lunch orders (ERG's, interviews, Tracie if OOO)
o Room reservations (last minute visits, interviews, double books, etc.)
o FDA/USDA visits
" Prompt responses to emails and Teams communications
Client & Visitor Experience Coordination
" Manage client visits from start to finish, including:
o Review and process SVNs
o Booking client rooms (host, security, CRL personnel, visit details included on reservation)
o Scheduling full facility tours, lab tours, and specialized tours based on agenda availability
o Sending Visitor Guides and TB test requirements if applicable
o Organizing Teams groups for tours and client activities
o Scheduling site presentations based on agenda availability
o Scheduling agenda activities and sending calendar invites
o Sending lunch menus and calendar invites to CRL attending client lunches
o Following up on study activities and calendars (M-Files, Outlook, etc.)
o Provide a printed Welcome Letter, Agenda, and necessary forms day of visit
o Ensure room is clean, snacks and coffee are provided (if visit is prior to reception arrival,
set up in advance)
o If visitor is on site prior to reception arrival, coordinate and communicate with Host &
Security to be available
o Sending host agendas for review prior to client distribution
o Providing finalized agendas to clients with host and SC attached
o Revise agenda/invites based on client's response
o Confirming HazCom, TB, fit test, and exemption documentation via Smartsheet (noting
page 10 for fit test if necessary)
o Sending lunch menus and schedules
o Making client requests work and fit on agenda, less NO, more YES
o Promptly responding to client emails and follow-ups
o 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:
o Detailing who the lunches are for on specific day (company or purpose ex. Onboarding)
o Detailing who attended the lunch (by name, and company)
Scheduling & Planning
" Compile and send Weekly Snapshots for upcoming weeks, including:
o Client visits
o Internal visits
o 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:
o Ordering, receiving, and setting up onboarding lunches
o Preparing and distributing onboarding bags based on confirmed hires
Internal Support
" Provide ongoing internal support and assistance across departments
o This can look like scheduling rooms for vendors, guiding employees to certain rooms if
they're lost, directing questions to the right people, providing pest control books to QA
or EH&S, client questions, random assistance!
" Be a friendly go-to resource for questions related to scheduling, site logistics, visits, and internal
processes
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 neede

Enable Skills-Based Hiring	No
Client System/Network Access Required?	No
Is a TB test required for this position?	No
Is a respirator fit test or any other pre-employment screening required for this position?	No
Additional Requisition Requirements	See attachment

Does the position allow for the worker to be virtual/remote?	No
Shore Options Available for this Position	Onshore Only
Critical Position?	No

Hours per Day	8
Hours per Week	40
Total Hours	272.00