Administrative Assistant - Transfusion and Transplant

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  • Waukesha, WI
  • Permanent
  • Full-time
  • 30 days ago
Overview:The Administrative Assistant serves as the first point of contact for visitors and employees in the executive offices, providing a welcoming and professional presence. This role is responsible for a variety of administrative and front office tasks, including onboarding new employees, managing select company vendors, and assisting with mailings and small shipments. This position will manage catering for on-site meetings, answers incoming switchboard calls, and ensures a smooth and organized office environment. As a key representative of the company, this individual plays a crucial role in creating a positive first impression for both visitors and employees.Success in this role requires an efficient, professional, and resourceful individual who is personable, enthusiastic, and detail-oriented. The ideal candidate will excel at multitasking, think proactively, and demonstrate a strong willingness to learn and adapt in a dynamic environment. Responsibilities:Key Accountabilities:
  • Welcomes and assists all visitors, including professionals, sales representatives, applicants, auditors, and vendors, ensuring a positive first impression. Notifies the appropriate employee and ensures visitors are escorted throughout the campus
  • Manages employee and visitor badges, inclusive of issuing badges, supporting with replacements for lost IDs and maintaining accurate records in the visitor badge log
  • Assist HR team in onboarding new employees, including issuing new hire badges, support with i9 verification, and serve as back up for onboarding support
  • Support employee engagement events by assisting with planning, coordination, and on-site execution
  • Answers and manages incoming switchboard calls—screening, transferring, assisting callers with inquiries, and taking messages as needed
  • Maintains switchboard database with frequently dialed numbers on RING and assists in implementing emergency telephone procedures as needed
  • Oversees office supply inventory, placing orders as needed to ensure a well-stocked and organized workspace
  • Sorts and distributes incoming and interoffice mail; asists with mailings of letters and packages for varying projects
  • Coordinates catering services for meetings and luncheons, handling order placement, setup, and teardown across the campus
  • Collaborates with vendors regarding stocking, service calls and follow-ups to ensure smooth operations
  • Assists with other administrative duties and special projects as assigned
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.Networking/Key Relationships:The role will interact with every department in the company worldwide as well as customers, vendors and visitors.Skills & Capabilities:
  • Strong written and verbal communication skills, with a professional and articulate approach
  • Highly organized with excellent attention to detail.
  • Ability to multitask effectively in a fast-paced environment.
  • Resourceful problem-solver with a proactive mindset
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Forms), switchboard operation, and ID badge processing
  • Skilled in troubleshooting and resolving practical problems with sound judgment
  • Execute instructions in written, verbal, or diagram form
  • Ability to deal with problems in standardized situations
  • Ability to carry out duties in various buildings across campus
  • Flexible and adaptable to shifting priorities, last-minute changes, and evolving responsibilities
Qualifications:Minimum Knowledge & Experience Required for the Position:
  • Education: HS diploma or equivalent.
  • Experience: 4- 7 years of administrative experience.
Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement.Travel requirements:
  • 0% of the time

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