Apex Systems Hiring for Administrative Assistant at Gaithersburg, MD Full Time

Apex has a client looking for an Administrative Assistant for a growing biotech company in Gaithersburg, MD!

Title: Administrative Assistant

Location: Gaithersburg, MD (onsite)

Type: 3 Month Contract

Job Overview: The Administrative Assistant is a member of the administrative team, responsible for office management, assisting in daily office needs and managing our company’s general administrative activities.

Role: Office Management

• Provide administrative support to ensure efficient operation of office
• Answer phone calls
• schedule group meetings
• Manage reception area and visitors
• Provides clerical support to Human Resource
• Develop and maintain a filing system for records and documentation, including vendor contracts
• IT Inventory Management
• Maintain company internal web pages for company including SharePoint and ADP home page
• Manage third party contractors and providers for office management including cleaning service, HVAC, flower maintenance, etc.
• Maintain SAP Concur T&E account, and submit all claims through the portal
• Update and maintain office policies and procedures as needed
• Maintain contact lists and employee directory
• Provide administrative support to the CEO and Leadership Team as needed
• Maintain supplies inventory for office, kitchen and shared spaces including conference rooms by checking stock to determine inventory level, anticipating needed supplies and placing orders for supplies
• Manage conference rooms and shared spaces and resources in the office area
• Organize company events and outings

Additional Duties may include: Inside Sales Support

• Maintain data in CRM (salesforce) and ERP system, such as contact data, order and delivery status
• Execute direct mail marketing campaigns using CRM
• Trade show and event coordination (completing registration, shipping materials, etc.)
• Maintain and manage stock of marketing collateral
• Conduct delivery follow-up phone calls/email as part of AB feedback quality system
• Customer service

Performs other duties as assigned.

Requirements:

• 5+ years of office management and support experience
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with the ability to multi-task
• Excellent verbal and written communication skills
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact and professionalism
• Excellent organizational skills and attention to detail
• Proficient with Microsoft Office Suite.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Additional Qualifications:

• Associate degree or equivalent in related field
• Proactive and create a positive experience for others
• Comfortable with routinely shifting demands
• Decent Technical ability to utilize various marketing and social media platforms
• Eligible to work is U.S

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at or 844-463-6178.

Apex Systems