Administrative Assistant

Position Summary

What You'll Do

• Provide administrative support to the Executive Assistant, President, and management team.
• Manage calendars, appointments, meetings, and conference calls, anticipating scheduling needs and adjusting for changes.
• Prepare, review, and organize correspondence, reports, presentations, spreadsheets, and meeting materials.
• Represent leadership and the company professionally when interacting with internal teams, vendors, and the public.
• Handle incoming calls, greet visitors, and direct inquiries appropriately.
• Prepare meeting minutes, Board resolutions, and related documentation as required.
• Coordinate domestic and international travel arrangements and reconcile expense reports.
• Secure and maintain highly confidential company and employee records.
• Serve as backup support for managers and administrative staff as needed.
• Coordinate scheduling and logistics for laboratory projects, client activities, and internal initiatives.
• Track sample submissions and maintain laboratory documentation in compliance with SOPs and regulatory requirements.
• Support procurement, inventory tracking, and organization of laboratory supplies and equipment.
• Assist with laboratory compliance, quality, and safety audits.
• Ensure laboratory and office environments remain organized, efficient, and operationally compliant.
• Assist with employee onboarding, offboarding, and maintenance of HR records and systems.
• Coordinate employee training sessions, internal meetings, and company events.
• Support HR processes including benefits administration, time-off tracking, and internal communications.
• Explain and apply company policies and procedures consistently and professionally.
• Coordinate small to large meetings, catering events, and internal or external gatherings.
• Plan and manage logistics for trade shows, conferences, and company events where Eagle Analytical participates as an exhibitor.
• Monitor deadlines and ensure required materials, resources, and participants are prepared in advance.
• Ensure adherence to company policies, SOPs, and regulatory standards, including cGMP and ISO requirements.
• Research, compile, and analyze information from multiple sources to support management reporting.
• Support project coordination by tracking timelines, communicating updates, and maintaining interim reports.
• Communicate schedule changes, evolving requirements, and unexpected issues clearly and promptly.
• Demonstrate sound judgment, diplomacy, and professionalism when handling sensitive or high-pressure situations.
• Participate in cross-functional team discussions and contribute to achieving company goals.
• Assist with special projects as assigned by the Executive Assistant or leadership team.
• Support continuous improvement initiatives across operations, HR, and administration.

Who You Are

• Associate’s or Bachelor’s degree in Business Administration, Science, or a related field preferred.
• Minimum of 2–3 years of administrative experience, preferably in a laboratory, scientific, or regulated corporate environment.
• Strong organizational, multitasking, and time-management skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn internal systems quickly.
• Demonstrated ability to manage confidential information with discretion and professionalism.
• Strong problem-solving skills and ability to remain calm and effective under tight deadlines.
• Familiarity with laboratory operations, HR processes, compliance environments, or executive support is a plus.

Who We Are