Administrative Assistant/Receptionist

Signature Science

Signature Science Charlottesville Operations campus includes two primary reception areas (1670 Discovery Drive, Suite 110 and 1725 Discovery Drive, Suite 110) and one secondary reception area (1670 Discovery Drive, Suite 240). In order to support the staff and visitors coming into these spaces, the Administrative Assistant team duties have been distributed between three individuals (two at 1670 and one at 1725). A member of this team is the first Signature Science employee with whom the majority of visitors come into contact. They represent Signature Science Charlottesville Operations in a professional and friendly manner and provide support to local and visiting employees, our customers, and visitors (to include vendors and subcontractors) in a myriad of ways.

The current opening and an analysis of long-term needs suggests an entry level administrative assistant will suffice to complete this team of three administrative assistants at CHO. This position will require a presence in both buildings on a daily basis (requires walking 3 minutes on flat pavement or driving between nearly adjacent buildings). The position’s home location is located in 1670 Discovery Drive.

Key Responsibilities

General Office Duties

  • Conduct office opening and closing procedures when required. Complete end of day checklists for general office spaces and coordinate documentation of the checklists with CHO Security.
  • Greet visitors courteously when they arrive, determine purpose of their visit, provide the correct badge, have them sign in, and direct them to the proper person/office. Monitor visitor access in coordination with CHO Security.
  • Answer and direct internal and incoming phone calls and messages.
  • Monitor shared email accounts and respond to requests as required.
  • Receive, sort, and post all incoming mail from U.S. Post Office and delivery services and notify employee of arrival of mail and packages.
  • Collaborate, as necessary, with Signature Science local Logistics Team on the arrival of packages delivered to either location via UPS, FedEx, or other non-USPS carrier.
  • Receive outgoing mail and shipping requests, package items as necessary for shipment, and complete shipping forms/postage.
  • Place orders for Signature Science branded marketing items in coordination with Signature Science Marketing and Business Development.
  • Coordinate with staff to order new and updated business cards.
  • Maintain office meeting rooms and their associated Outlook calendars.
  • Maintain office supplies and refreshments/snacks. Place orders as needed in coordination with the CHO Logistics and Procurement team.
  • Assist in the stocking of CHO cafes and breakrooms and coordinate with local staff on the cleaning of breakroom refrigerators and freezers.
  • Coordinate with the local Logistics Team on the movement of Signature Science assets across campus.
  • Coordinate the appointments for repairmen and maintenance workers.
  • Collaborate with the building management company, as required.
  • Coordinate new hire arrivals with HR and cognizant supervisors. Prepare welcome packages and ensure new hire desks are ready and clean upon arrival.
  • Coordinate and escort as needed building management cleaning company staff daily, weekly, monthly and special request cleaning schedules with the management company and local Signature Science stakeholders.

Program/Project Support Duties

  • Support the execution of Event Planners, book required meeting rooms, order and setup any catering, and prepare and breakdown meeting rooms.
  • Provide administrative support to program managers in the development and delivery of internal project reports.
  • Provide administrative support to program managers for the delivery of project-related time sensitive packages.
  • Assist program managers and training course managers in the recording of students present in training sessions.
  • Assist program managers in the development and distribution of project training certificates.
  • Provide administrative support to in the development of project deliverables and/or proposals (i.e. editing, formatting, printing, binding).

Experience and Qualifications

Required Knowledge, Skills & Abilities:

  • Strong and updated working knowledge of the latest Microsoft Office applications to include Word, Excel, PowerPoint, and Outlook.
  • Strong communications skills.

Education/Experience:

  • At a minimum must have a high school diploma and at least 6 months experience working in a similar office environment. 

Clearance:

  • Must be willing to obtain and maintain a DoD clearance.

*If interested in this position, please apply here.

Sector

Other

Job Type

Full-time

Address

Charlottesville, VA
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