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Administrative Assistant
2 months ago
Job Id: 506 # of Openings: 1 Job Title: Administrative Assistant
Reports to: Manager, Human Resources
FLSA Class: Nonexempt
Learn more about our company and how we support you:
Takara Bio USA (TBUSA) empowers life science discovery. We bring innovation and inspiration to every scientist - promoting discoveries that improve health and the environment. We hold values that all employees and prospective candidates should demonstrate: Innovation, Teamwork, Integrity, Respect, Growth, Diversity and Quality. We value helping employees develop their skills and you will be part of this journey
At Takara Bio, we know that every experimental decision has an impact. Choices matter, from design to data analysis. We create best-in-class products that get the job done. In your hands, what do those research reagents and kits create? Something powerful: knowledge, understanding, and—often—hope Together we can improve the human condition through biotechnology…and That's Good Science
How this role drives the company forward:
Part of the Human Resources team, the Administrative Assistant is our front desk ambassador and as the first person our guests meet when they arrive, will demonstrate warmth, hospitality and professionalism at all times. This role is responsible for maintaining the front desk and reception area of the company located at the San Jose, CA headquarters. This role greets and directs guests, routes telephone calls, and performs clerical/administrative tasks, including routing mail and assisting other departments. In this highly visible role, the Administrative Assistant maintains a professional appearance and is upbeat, responsive, proactive, and exhibits a customer service can-do attitude while remaining flexible to changing needs of the day. This role follows set procedures and works to maintain written work instructions and procedures. The Administrative Assistant is a multifaceted role that also requires assisting HR or with other departmental tasks and special events as assigned.
The Administrative Assistant is an on-site role located in San Jose, CA.
How you will make an impact:
In this role, you will provide administrative support for the company headquarters, other departments, and also support Human Resources. This role is located at the front desk of our lobby and is unique in that you will frequently move around two buildings when providing support for lunches, special events, or administrative tasks. You should thrive on having routine or set tasks and also having to manage competing priorities. You will also interact with potential employees by scheduling interviews, ordering lunches, setting up interviews and presentations, and completing onboarding/offboarding tasks. You should enjoy following set procedures and documenting new procedures by creating or updating work instructions.
What will you do: Greet persons entering establishment, determine nature and purpose of visit, and contact the correct Takara Bio USA employee for their specific destinations or assist person with sign-in procedure. Operate telephone lines to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments. Collect, sort and distribute USPS mail. Prepare USPS mail for pick-up. Maintain the postage metering machine and copiers. Distribute courier deliveries and track courier packages for timely pick-ups. Maintains inventory of office supplies and places office supplies orders for the company. Maintains visitor registry and after-hours log. Receives requests to schedule interview candidates. Coordinates internal calendars and availability of candidates. Composes and maintains internal communication, including interview agendas and recorded presentations. Communicates directly with candidates and maintains confidentiality. Assists with maintaining the company Intranet pages. Assists with on-boarding new employees by ordering name plates, business cards and ensuring timely setup of employee voicemail. Assists Human Resources with employee events. Assists with corporate and departmental events, including ordering lunches and preparing setup in meeting rooms. Monitoring the general business email account and forwarding messages to appropriate departments. Departmental clerical and administrative duties as assigned. Maintains current emergency procedures both electronically and paper based. Maintain the updated Takara Bio USA emergency information clipboard at the front desk. Call 911 when instructed by Takara Bio USA Emergency Team. Assists in maintaining the facility, reporting building, equipment and cleanliness issues to the facility and janitorial contractors or VP, Operations. Assists in maintaining inventory of kitchen and coffee supplies. May be assigned filing, word processing, database, copying, distribution, sorting, and faxing from other departments, as necessary. Participation is required for all HR and company events, such as the Halloween Party, the Holiday Party and the Summer Picnic. This position does not have supervisory responsibilities.
How will you get here? Requires a high school diploma or equivalent. Minimum 2 years’ administrative experience in a related area or function. Maintains a professional demeanor while handling pressure well and managing multiple tasks. Must be flexible to changing priorities or requests to complete tasks. Must be able to prioritize and handle multiple tasks while meeting deadlines. Good communication skills and seeing tasks through to completion. Must have a high attention to detail to minimize mistakes. Must maintain business casual work attire at all times.
A few other details: This is a full-time, non-exempt position, Monday through Friday during standard business times. Flexibility to work overtime or non-standard hours may be required at times.
