Administrative Support Specialist

4-month contract- Temporary covering a leaveM-F 7:30-4RECEPTION/ADMINISTRATIVE RESPONSIBILITES 2026Daily Operations• Manage daily lunch, including:o Ordering lunch according to rotating schedules (+ plan for restaurant closures)o Organize, serve, and coordinate lunch• Act as a primary point of contact:o To support urgent needs, last-minute changes, and general inquiries• Assist with miscellaneous and time-sensitive requests including:o Internal lunch orders (ERG’s, interviews, Tracie if OOO)o Room reservations (last minute visits, interviews, double books, etc.)o FDA/USDA visits• Prompt responses to emails and Teams communicationsClient & Visitor Experience Coordination• Manage client visits from start to finish, including:o Review and process SVNso Booking client rooms (host, security, CRL personnel, visit details included on reservation)o Scheduling full facility tours, lab tours, and specialized tours based on agenda availabilityo Sending Visitor Guides and TB test requirements if applicableo Organizing Teams groups for tours and client activitieso Scheduling site presentations based on agenda availabilityo Scheduling agenda activities and sending calendar inviteso Sending lunch menus and calendar invites to attending client luncheso Following up on study activities and calendars (M-Files, Outlook, etc.)o Provide a printed Welcome Letter, Agenda, and necessary forms day of visito Ensure room is clean, snacks and coffee are provided (if visit is prior to reception arrival, set up in advance)o If visitor is on site prior to reception arrival, coordinate and communicate with Host &Security to be availableo Sending host agendas for review prior to client distributiono Providing finalized agendas to clients with host and SC attachedo Revise agenda/invites based on client’s responseo Confirming HazCom, TB, fit test, and exemption documentation via Smartsheet (notingpage 10 for fit test if necessary)o Sending lunch menus and scheduleso Making client requests work and fit on agenda, less NO, more YESo Promptly responding to client emails and follow-upso Provide appropriate badge upon client arrival• Review and manage vendor visit notifications, ensuring rooms and logistics are handled asneeded (TB needed, fit test, visit notifications sent, etc.)Reporting• Run Tuesday Reports• KPI (Salesforce & Decision Center)• Complete monthly credit card reporting, including:o Detailing who the lunches are for on specific day (company or purpose ex. Onboarding)o Detailing who attended the lunch (by name, and company)Scheduling & Planning• Compile and send Weekly Snapshots for upcoming weeks, including:o Client visitso Internal visitso Revise & send for any changes• Maintain and update the iConnect calendar• Manage Emergency On-Call scheduling for upcoming week (including sudden changes)• Follow up with CRL teams and clients when awaiting responses or confirmations (highimportance)• Review and manage SPAM reports as assigned (have not done in a while but can if requested)Onboarding• Coordinate onboarding logistics for new hires, including:o Ordering, receiving, and setting up onboarding luncheso Preparing and distributing onboarding bags based on confirmed hiresInternal Support• Provide ongoing internal support and assistance across departmentso This can look like scheduling rooms for vendors, guiding employees to certain rooms if they’re lost, directing questions to the right people, providing pest control books to QA or EH&S, client questions, random assistance!• Be a friendly go-to resource for questions related to scheduling, site logistics, visits, and internalprocessesFood, Beverage & Hospitality• Order Costco supplies for client snacks (try to never run out of stock!)• Order beverages through AramarkCar Wash Coordination• Sending reservation requests to Reno Event Teams (bi-weekly)• Sending reminders to those with reservations Friday before wash with details• Providing car wash reservations to ChuckCommunications & Creative Support• Provide ERG’s support, including graphics when requested (via Smartsheet)• Assist with communication materials and visuals as needed