What are the responsibilities and job description for the Administrative Assistant (Front Desk) position at Kumquat Biosciences Inc.?
Description
The Administrative Assistant (Front Desk) plays a key role in maintaining daily office operations and creating a welcoming environment for employees, visitors, and clients. This position supports multiple departments, including HR, Operations, and R&D, by handling administrative tasks, managing scheduling, and coordinating office logistics. The ideal candidate is proactive, personable, and detail-oriented, with strong communication and organizational skills.
Key Responsibilities
The Administrative Assistant (Front Desk) plays a key role in maintaining daily office operations and creating a welcoming environment for employees, visitors, and clients. This position supports multiple departments, including HR, Operations, and R&D, by handling administrative tasks, managing scheduling, and coordinating office logistics. The ideal candidate is proactive, personable, and detail-oriented, with strong communication and organizational skills.
Key Responsibilities
- Serve as the first point of contact for vendors, visitors, and clients, ensuring a professional and friendly experience.
- Answer and monitor the company’s main phone line.
- Manage incoming and outgoing mail and packages as needed.
- Manage Outlook calendars and assist with meeting setup and conference room scheduling.
- Maintain organization and cleanliness of conference rooms.
- Coordinate catering for Friday lunches, team meetings, and company events.
- Support set up for companywide meetings (All Hands) and happy hours in collaboration with catering vendors.
- Assist with companywide communications, including sending alerts, invites, and announcements.
- Update and maintain the company phone directory.
- Handle journal requests and manage journal subscriptions.
- Provide assistance with expense reports, conference registrations, and travel booking for conferences.
- Support on-site candidate interviews and conduct first-day office tours for new hires.
- Provide light HR administrative support, including document preparation and filing.
- Purchase and maintain office supplies and inventory.
- Help ensure a clean, organized, and professional office environment.
- Additional tasks/projects as assigned.
- Experience: 2–3 years of experience in a corporate administrative or front desk role (biotech or life sciences experience a plus).
- Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Communication: Strong verbal and written communication skills with a professional demeanor.
- Organization: Exceptional attention to detail, multitasking, and time management abilities.