Administrative Support Specialist – Site Administration & Operations

Position Summary

We are seeking a highly organized and customer-focused Administrative Support Specialist to join our Site Administration & Operations team. In this highly visible role, you will provide administrative and operational support for our U.S. R&D site while helping create an exceptional experience for employees, visitors, and business partners. Reporting to the Senior Manager, Site Administration & Operations, you will play a key role in ensuring smooth day-to-day site operations and supporting a collaborative workplace culture.

Reporting Relationship

This position reports directly to the Senior Manager, Site Administration & Operations.

Key Responsibilities

• Serve as the primary point of contact for all site visitors, providing a professional and welcoming experience.
• Manage visitor interactions with discretion and professionalism, including high-profile or confidential visits involving patients, regulatory agencies, immigration representatives, executive leadership, and board members.
• Act as the primary resource for building operations, office management, and employee workplace inquiries.
• Coordinate daily conference room scheduling, proactively resolving conflicts and accommodating last-minute meeting requests.
• Provide daily administrative and office management support to ensure efficient site operations.
• Partner closely with the Operations team and Administrative Support Specialists to deliver outstanding internal customer service.
• Support internal teams with meeting logistics, industry conference coordination, and calendar management as needed.
• Maintain high-quality administrative processes and ensure operational standards are consistently met.
• Prepare and process purchase orders while supporting financial workflows, including PO entry into the Coupa system.
• Lead or assist with operational initiatives, including:
  • New hire orientation and onboarding
  • Digital signage updates
  • Site-wide events and employee celebrations
  • Swag and promotional item distribution
  • Lunch program administration
  • Office plants and workplace décor
  • Email distribution list maintenance
• Prepare and distribute site-wide communications and informational emails when appropriate.
• Identify opportunities to improve processes and proactively resolve operational issues before they arise.

Qualifications

Education

• Associate's degree required.

Experience

• Minimum of 5 years of administrative, executive support, or office management experience.

Skills & Competencies

• Positive, proactive, and customer-service-oriented approach.
• Demonstrated professionalism, diplomacy, and sound judgment when handling confidential information.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously.
• Ability to work independently while collaborating effectively across teams and departments.
• Excellent interpersonal and communication skills with the ability to build relationships at all levels of the organization.
• Advanced proficiency in Microsoft Office Suite and strong computer skills.
• Experience with financial systems and purchase order processing; Coupa experience is a plus.
• Strong problem-solving skills with the ability to anticipate needs and proactively address challenges.
• Comfortable interacting with employees, executives, vendors, and external visitors.
• Demonstrated leadership qualities and the ability to serve as a trusted resource within the administrative support team.