Administrative Assistant

Summary of company: This role is for our sister company - Mainline Scientific is a Malvern, Pennsylvania-based bioanalytical technology company, focusing on developing and manufacturing robust and innovative life science instrumentations. 

Title: Administrative Assistant

Department: Operations

Report to (title): COO

Location: Malvern, PA

Supervisory Responsibility: No

FLSA Status: Non-Exempt

Position Type: Full Time

Travel Required: No

Expected Hours of Work: 40 hours a week M-F 9-5 in office

Summary/Objective

We are seeking a proactive and warm-hearted Admin to support our Operations Department. Reporting to the Chief Operating Officer (COO), the Admin will play a key role in ensuring the smooth day-to-day operation of our site. This includes supporting site management, handling administrative tasks, greeting visitors, coordinating meetings, and fostering a welcoming and efficient work environment.

Description

Essential Duties and Responsibilities

• Assist the COO and Site Manager with daily operations and administrative support
• Handle office supplies and equipment procurement, and support manufacturing purchasing activities, including vendor coordination and order placement
• Support site maintenance activities, including managing service providers and facility needs
• Serve as the office receptionist: greet visitors, handle incoming calls, and manage external inquiries
• Organize and facilitate business meetings, including scheduling, logistics, and preparation of materials
• Take and maintain accurate meeting minutes and ensure timely distribution and follow-up
• Coordinate and support on-site activities and employee engagement initiatives
• Maintain organized records and documents related to site operations
• Ensure a professional and welcoming office environment for staff and guests

Qualifications Requirements

• ~2+ years of relevant administrative or office support experience
• Strong communication and interpersonal skills
• Proactive, open-minded, and warm-hearted personality
• Ability to multitask and adapt in a dynamic work environment
• Basic proficiency with Microsoft Office (Word, Excel, Outlook) and general office equipment

Bonuses!

• A plus: experience in Life Sciences, medical device, or other related industry
• Prior assistant experience supporting an executive

Education, License, Certification, or Preferred Qualifications

• High school diploma or above

Tools and Technology Used

• Microsoft Office 365 (Word, Excel, PowerPoint, Teams, Outlook…)

Work Environment & Mental and Physical Requirements

• Ability to remain in a stationary position; move; operate and use required equipment; and reach items.
• Ability to move/transport up to 30 lbs.
• Ability to communicate, converse with others, and exchange information

Medical (HMO + PPO), Dental, Vision, & employer-paid Basic Life/AD&D + ST Disability

4% Match 401k

PTO: 15 days (vacation/personal days) + 5 sick days + holidays