Administrative Assistant (Front Desk) na 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

• 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.

Requirements

• 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.