The Executive Administrative Assistant is responsible for providing a wide range of complex office administration and support the executive leadership team. Serves as principal administrative contact and liaison with all partners and external contacts, typically including government and media agencies.

P23 Labs staff are expected to serve and protect patients by adhering to professional standards, all established policies, and procedures, and applicable federal, state, and/or accrediting requirements. Responsibilities listed below should be escalated to the department and/or P23 Labs’ Chief Executive Officer.

Including, but not limited to:

• Adhere to clinical practices and protocol.
• Develops, implements, and administers departmental office systems and procedures.
• Oversee entrance building to ensure protocol is followed per accrediting and licensing standards.
• Assisting with approved vendor process.
• Create and Organize packing slips
• Import and Export into QuickBooks Online (QBO).
• Retrieves messages from voice mail and forwards them to appropriate personnel.
• Answers incoming telephone calls, determines purpose of call and forwards calls to appropriate personnel or department.
• Takes thorough written messages and delivers messages in a timely manner or transfers calls to voice mail when appropriate personnel are unavailable.
• Keeps a current record of staff members’ whereabouts and availability.
• Answers questions about organization and provides callers with addresses, directions, and various other information as needed.
• Greets persons entering establishment, determines nature of business and announces visitors to appropriate personnel.
• Monitors visitor access.
• Ensures cleanliness of lobby area.
• Enters/updates appointment calendar and contact information in shared database. Provides appointment reminders.
• Receives, sorts and routes mail and deliveries including maintaining and routing industry publications, newspapers.
• Maintains fax machines, assists users, sends faxes and retrieves and routes incoming faxes.
• Prepares FedEx shipments online and prepares outgoing mail using digital postage meter.
• Runs local errands such as mailing oversized/certified envelopes or picking up/delivering documents as needed.
• Performs administrative support tasks such as proofreading, transcribing handwritten information, composing and sending simple letters, memos and fax coversheets.
• Distributes subcontractor/vendor payments as directed by bookkeeper or office administrator and performs weekly follow up for undistributed payments.
• Prepares clipboard for new hires and interviewees.
• Prints and maintains daily temperature logs.
• Assists with obtaining and organizing project close-out documents.
• Assists with additional administrative overflow as assigned by supervisor.
• Maintains policies and procedures for specimen processing and data entry tasks.
• Complete daily logs and system analysis as appropriate.
• Follows and enforces all safety, infection control, and OSHA Blood borne Pathogen guidelines
• Support team members to help them meet departmental goal
• Follows all departmental policies and procedures related to data entry
• Accurately enters all required information presented for inventory.
• Utilizes resources to answer inquiries for testing specimens related issues and recognizes limitations, seeks guidance when needed
• Aids with the management of stocking and inventorying supplies.
• Maintain a working knowledge of general operations of P23 laboratory services
• Communicate, engage, and interact with laboratory team
• Maintain effective communication by checking and responding to P23 email correspondents and interoffice communication
• Update job knowledge by participating in educational opportunities, reading technical publications, and participating in professional societies, as applicable
• Demonstrate sound judgment and reasoning when investigating and solving problems
• Ability to comply with confidentiality of patient and employee
• Establishes office procedures, policies, and operations.
• Monitors budget including tracking expenditures and providing reports.
• May prepare spreadsheets for budgets, grants, or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budget tool.
• Prepares financial reports using on-line financial systems or provide oversight and directs the work of an associate preparing the reports.
• May serve as approver for financial transactions representing the department. 5. May maintain personnel records.
• May assist with interviewing for faculty or staff assistant positions.
• Reviews, assesses, routes, answers and monitors follow up action steps on correspondence. Gathers and analyzes information required for administrative reporting.
• Provides wide ranges of support including keyboarding, composing, and editing letters, memoranda, reports, lecture/course materials, presentations, cases.
• Prepares copy for publication or submission of grant proposals and/or reports. 8. Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications.
• Serves as principal contact and source of information for customers of the department, including faculty, students, staff, and external customers.
• Manages complex calendars, arranges for meetings, appointments, and travel arrangements.
• Coordinates events, including conferences, seminars, and colloquia.
• Creates and maintains filing system(s)
• Answers and routes phone calls, mail and e-mail messages and may handle wide-range information dissemination.
• May assist in training, scheduling, and distributing work of students, casuals, or temporary staff.
• Other duties as delegated

Required Education, Experience, Skills and Qualifications

• Required: High school diploma or equivalent

• Required: Degree in science or health-related field, coursework in Biology or related life sciences from an accredited institution preferred

• Required: 5-years’ experience administrative duties
• Required: 3- years’ experience is customer service
• Preferred: 3– years data entry experience in a scientific production environment

• Excellent communication and interpersonal skills including written, verbal, and listening skills
• Basic knowledge of research procedures
• Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
• Experience managing a budget and with multiple deadlines required.
• Ability to work across teams and with a variety of projects and constituencies
• Must demonstrate strong analytical thinking skills
• Superior organizational skills and time management
• Must demonstrate ability to effectively multitask
• Must be able to meet deadlines
• Maintain a positive and professional attitude that promotes teamwork
• Ability to work independently
• Must be able to pass background screening and random drug testing
• Able to follow instructions and protocols precisely and consistently
• Must be able to perform work with a high degree of accuracy and attention to detail
• Work effectively in fast paced high volume environment

Working conditions

• May be exposed to noise, dirt, dust, fumes, loud noises, and blood borne pathogens
• Emergent situations could extend working hours or require infrequent week-end work
• Inside and sedentary, requires sitting and standing for long periods of time. Work is performed in an office environment and at outside locations. Occasional stress in dealing with multiple tasks

Physical requirements

• Must be able to work under conditions that require sitting, standing, walking, lifting, bending, reaching, pulling, and grasping, talking, hearing, and seeing
• Ability to lift 40 lbs. independently and greater than 40 lbs. with assistance
• Climbing - Occasionally (activity or condition exists up to 1/3 of time)
• Hearing/Speaking - Effective communication with employees, supervisors/managers, and staff.
• Effective communications with patients and visitors, as required.
• Lift 30 pounds
• Reasonable accommodation may be made to accommodate a qualified individual with a disability