Administrative Assistant - Front Desk

Avantor
$25 - $27 depending on experience
paid time off, paid holidays, tuition assistance, 401(k)
United States, New York, New York
123 William Street (Show on map)
Sep 23, 2025
The Opportunity: At Avantor, people are the most important part of our success because they drive our global performance. That's why our Avantor Lab and Production Services team is a trusted partner in supporting the innovation and growth objectives of labs across the globe. In this role, you will report to the Supervisor of Site Services and will work closely with the Avantor's Lab and Production Services team of over 1,500 on- and off-site expert personnel - and our customers - to perform customized, mission-based lab work and research protocols that help return time back to science. Available Shifts: * Regular Days, Mon - Fri, 8 am - 5 pm Location: New York City, New York Hourly Rate: $25 - $27 depending on experience Benefits: * Health and Wellness: Medical, Dental, Vision, and Wellness programs (eligible for medical coverage on day 1) * Time Off: Paid Time Off (PTO) and Company paid holidays * Financial Well-Being: Spending Accounts: Flexible Spending Account (FSA), Health Savings Accounts (HSA), commuter benefits, 401(k), tuition assistance, employee stock purchase plan discount * Added Protection Coverage: To include critical illness, hospital indemnity, accident, legal, identity theft protection, pet, auto, and home insurance, * Recognition: Celebrate your peers and earn points to redeem on gifts and products. What we're looking for Education: High school diploma or GED required; Associate degree in business or secretarial science (two-year program) or bachelor's degree in business or liberal arts or science-related field desirable. Experience: 2+ years of relevant experience in a fast-paced office or lab environment Qualifications: * Experience with Microsoft/ Windows OS * Understanding and willingness to learn of electronic and computerized lab equipment Who you are A creative, agile, and highly motivated professional seeking to enhance your experience and gain some meaningful professional growth within the Lab and Production Services team. Apply today if you want to go further in your career and have the following: * A strong work ethic and initiative * Ability to work independently and as part of a team * Enjoy a fast-paced environment * Able to follow and adhere to instructions and firm procedures How you will thrive and create an impact Avantor's Lab and Production Services team is a crucial part of the Avantor Services group serving over 500 customers in biopharma, pharmaceutical, educational, industrial, and high-tech industries with customizable, flexible solutions and end-to-end laboratory operations support. Provide administrative support by conducting research, preparing reports, handling requests for information, receiving visitors, preparing travel schedules, arranging calls, and scheduling meetings: Greet and register guests in iVisitor and track visits. Communicate with building security regarding guest registrations and any security needs that might arise. Print and program badges and keep an inventory of all loaner badges. Oversee the site inventory and restock, order, and clean the kitchen and office supplies. Coordinate site meeting rooms, office, and common space bookings, as well as preparing/monitoring the common spaces and meeting rooms, as needed, throughout the day ensuring the space is presentable and organized, contacting Janitorial if needed. Troubleshoot AV equipment and photocopier and assist those utilizing the meeting rooms as needed when it's in use. Sustain in managing the Site Head's calendar and engagements. Scheduling travel, maintaining a changeable calendar, expense reporting, scheduling live meetings and in-person meetings, special projects, and preparing and editing presentations. Manage highly confidential matters with discretion and judgment. Be able to exercise sound judgment and discretion and have the flexibility to respond to shifting priorities. Provide updates on projects and activity progress. Gather and analyze data as requested by management. Support the procurement management by obtaining quotes, preparing purchase orders, and following up with vendors for laboratory, office, and facilities equipment, goods, and consumables. Conduct licensee onboarding and off-boarding by performing assigned duties with respect to laboratory and office preparation, move-in/move-out, and communication with licensees. Collaborate with the Sr. Operations Manager and the Business Operations Manager obtaining onboarding company COIs, obtaining them, and making sure they're all current. Act as a backup for collecting and tracking all packages from the Loading Dock and Mailroom and distributing them. As well as answering notifications for deliveries when needed. Accommodate with managing the Help Desk Management Program in a timely manner and escalating tickets that are deemed urgent. Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position. Avantor is proud to be an equal opportunity employer. Why Avantor? Dare to go further in your career. Join our global team of 14,000+ associates whose passion for discovery and determination to overcome challenges relentlessly advances life-changing science. The work we do changes people's lives for the better. It brings new patient treatments and therapies to market, giving a cancer survivor the chance to walk his daughter down the aisle. It enables medical devices that help a little boy hear his mom's voice for the first time. Outcomes such as these create unlimited opportunities for you to contribute your talents, learn new skills and grow your career at Avantor. We are committed to helping you on this journey through our diverse, equitable and inclusive culture which includes learning experiences to support your career growth and success. At Avantor, dare to go further and see how the impact of your contributions set science in motion to create a better world. Apply today! Pay Transparency: The expected pre-tax pay for this position is $45,000.00 - $74,900.00 Actual pay may differ depending on relevant factors such as prior experience and geographic location. EEO Statement: We are an Equal Employment/Affirmative Action employer and VEVRAA Federal Contractor. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state/province, or local law. If you need a reasonable accommodation for any part of the employment process, please contact us by email at recruiting@avantorsciences.comand let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address. For more information about equal employment opportunity protections, please view the Know Your Rights poster. 3rd Party Non-Solicitation Policy: By submitting candidates without having been formally assigned on and contracted for a specific job requisition by Avantor, or by failing to comply with the Avantor recruitment process, you forfeit any fee on the submitted candidates, regardless of your usual terms and conditions. Avantor works with a preferred supplier list and will take the initiative to engage with recruitment agencies based on its needs and will not be accepting any form of solicitation.