Receptionist and Social Media Assistant

Receptionist & Social Media Assistant

CCS Associates, Inc (CCSA) is a small, woman-owned company providing leading-edge scientific services in drug discovery and development to government agencies as well as to pharmaceutical and biotech industries. CCSA employs technology to create innovative solutions and high-quality products. Our expert professional, technical, scientific, library, and administrative staff brings wide-ranging experience in providing services to our government and industry clients (www.ccsainc.com).

Summary: Is primary receptionist. Organizes and files materials, and maintains project folders and databases. Provides word processing and document preparation support for Administrative and Scientific staff. Assists in keeping the office space running smoothly.

Essential Duties and Responsibilities:

• Primary receptionist who greets and oversees the processing of visitors, vendors, and maintenance representatives.
• Brings energy and positivity to the front desk area for internal staff.
• Answers calls professionally. Can discern actual clientele from harassing solicitors and dismiss of appropriately. Coordinates responding and forwarding multiple calls.
• Faxes outgoing and processes incoming documents.
• Distributes and prepares mail and FedEx materials.
• Is company point person for contacting service of printers/copiers, postage machine, water filter, or whatever other office equipment in need of repair.
• Is responsible for daily maintenance of copiers and printers. Makes sure paper trays are filled and glass is wiped clean at the beginning of the day. Assists employees with troubleshooting and paper jams. Takes inventory and orders supplies/toner for various machines.
• Maintains postage machine. Calls for service when necessary and processes online software updates.
• Prepares records of documents sent to remote storage.
• Maintains upkeep of various databases ( e ., Master Address Database (MAD), Common Systems Interface (CSI), FedEx online address database.
• Files scientific reports and clinical trial documentation.
• Assists with coordinating teleconference meetings using Doodle.com and Outlook scheduling tools.
• Orders supplies and maintains supply cabinets.
• Required to run routine errands, e. , purchase break room and emergency office supplies. On occasion, may be asked to drop-off express courier or postal mailings. Employee uses own vehicle (mileage is reimbursed).
• Assists in setting up company social events, e. , preparing room and food and beverages.
• Prepares and assembles hard copies for various scientific and administrative projects.
• Creates binder covers and spines, forms, charts, and labels for projects.
• Assists in word processing of various scientific/technical documents and PowerPoint presentations. Diligently follows instructions from project leader and/or style guide referenced for particular project. Graphic applications, e. , Photoshop, Illustrator, PowerPoint, experience a plus. Basic knowledge of Adobe Acrobat useful.
• Reviews documents for accuracy and appropriate style.
• Assists R&D efforts in organization, renaming and sorting of protocol training documents.
• Assists HR Manager with recruiting files, and tracking.
• Assists Digital Marketing efforts in posting ( e., for Twitter, tweeting and retweeting) content across all company social media channels.
• Responsible for the maintenance, organization, and periodic update of public trafficked company bulletin boards.
• Assists with various miscellaneous projects.

Supervision/Decision-making Responsibility:

• Decisions made with guidance from requesting project supervisor and Manager, Administrative Projects.
• Approximately 35% data entry, 30% filing/organization of efiles on server, 25% word processing, and 10% faxing and copying.

Qualifications:

• Puts forth a professional demeanor, is welcoming to visitors and courteous to coworkers. Processes and tracks service and repair personnel. Experienced in answering outside calls professionally. Is able to coordinate responding and forwarding multiple calls and can make simple decisions handling vendor or solicitor calls.
• Proficiency with Word, Excel, and Access. Knowledge of PowerPoint, Visio, and MS Project a plus.
• Strong computer skills and ability to learn new software quickly.
• Good internet skills, including use of Outlook meeting and calendar features.
• Excellent organizational and record keeping skills (accuracy and attention to detail are critical).
• Excellent oral and written communication skills, including proper use of grammar.
• Ability to manage and prioritize a variety of tasks and projects.
• Self-starter who can work independently as well as follow directions.
• Previous scheduling experience ideal.
• Ability to meet and exceed deadlines, as well as work well under pressure.
• High attention to detail and regard for organization.
• Ability to prioritize.
• Understanding of biomedical terminology.
• Strong interpersonal skills.
• Ability to work as part of a team.

• Education and Work Experience:

AA or BS in Liberal Arts, preferably Science, or two to four years’ experience as an Administrative Assistant or other comparable position.

CCS Associates offers a full benefits package (medical, dental, vision, long-term health), AD&D, life insurance, and 401k plan.

We seek talented, qualified employees in all our operations. CCSA is an Equal Employment Opportunity Employer.

Job Type: Full-time

Required education:

• Bachelor’s

Required experience:

• Administrative Assistant: 2 years