Administrative/Executive Support

RECEPTION/ADMINISTRATIVE RESPONSIBILITES
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 (ERGs, 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 clients 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
theyre 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 ERGs support, including graphics when requested (via Smartsheet)
Assist with communication materials and visuals as neede