Job Description
Summary of company: This role is for our sister companyMainline Scientific is a Malvern, Pennsylvania-based bioanalytical technology company, focusing on developing and manufacturing robust and innovative life science instrumentations.
Title: Administrative Assistant
Department: Operations
Report to (title): COO
Location: Malvern, PA
Supervisory Responsibility: No
FLSA Status: Non-Exempt
Position Type: Part Time (3 days on average, and to start with more or less hours -cyclical - please see application)
Travel Required: No
Expected Hours of Work: 40 hours a week M-F 9-5 in office
Benefits: None (except maybe 401k when hitting enough hours)
Summary/Objective
We are seeking a proactive and warm-hearted Admin to support our Operations Department. Reporting to the Chief Operating Officer (COO), the Admin will play a key role in ensuring the smooth day-to-day operation of our site. This includes supporting site management, handling administrative tasks, greeting visitors, coordinating meetings, and fostering a welcoming and efficient work environment.
Description
Essential Duties and Responsibilities
- Assist the COO and Site Manager with daily operations and administrative support
- Handle office supplies and equipment procurement, and support manufacturing purchasing activities, including vendor coordination and order placement
- Support site maintenance activities, including managing service providers and facility needs
- Serve as the office receptionist: greet visitors, handle incoming calls, and manage external inquiries
- Organize and facilitate business meetings, including scheduling, logistics, and preparation of materials
- Take and maintain accurate meeting minutes and ensure timely distribution and follow-up
- Coordinate and support on-site activities and employee engagement initiatives
- Maintain organized records and documents related to site operations
- Ensure a professional and welcoming office environment for staff and guests
Requirements
Qualifications Requirements
- ~2+ years of relevant administrative or office support experience
- Strong communication and interpersonal skills
- Proactive, open-minded, and warm-hearted personality
- Ability to multitask and adapt in a dynamic work environment
- Basic proficiency with Microsoft Office (Word, Excel, Outlook) and general office equipment
Bonuses!
- A plus: experience in Life Sciences, medical device, or other related industry
- Prior assistant experience supporting an executive
Education, License, Certification, or Preferred Qualifications
- High school diploma or above
Tools and Technology Used
- Microsoft Office 365 (Word, Excel, PowerPoint, Teams, Outlook?)
Work Environment & Mental and Physical Requirements
- Ability to remain in a stationary position; move; operate and use required equipment; and reach items.
- Ability to move/transport up to 30 lbs.
- Ability to communicate, converse with others, and exchange information
Benefits
Not eligible as part time
Qualification
High School or equivalent
Key skill Required
- Manufacturing
- Microsoft Office
- Logistics
- Communication
- Coordination
- Employee Engagement
- Facilitate
- Greeting
- Interpersonal Skills
- Maintenance
- Management
- Medical Device
- Office Equipment
- Office Supplies
- Open-Minded
- Proactive
- Reporting
- Science
- Service Providers
- Site Management
- Site Operations
- Vendor Coordination
