Administrative Assistant

Eagle Analytical Services, Inc.; Houston (TX); In loco; USD 36.000 - 48.000; Tempo pieno

Descrizione del lavoro

Eagle Analytical Services, Inc. is seeking a reliable Administrative Assistant to support the Executive team and keep daily operations running smoothly. You will manage scheduling, documents, travel, and event coordination, while handling confidential information with discretion.

The role emphasizes organization, communication, and collaboration across departments to improve efficiency and productivity. On-site Houston location with growth opportunities within a regulated laboratory environment.

Competenze

• Associate's or Bachelor's degree preferred in business, science, or related field.
• 2–3 years administrative experience in a laboratory or regulated environment.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office and ability to learn internal systems quickly.

Mansioni

• Provide administrative support to executives and management.
• Manage calendars, appointments, meetings, and conference calls.
• Prepare correspondence, reports, presentations, and meeting materials.
• Coordinate domestic and international travel, and reconcile expenses.
• Maintain confidential company and employee records.
• Support HR processes including onboarding and benefits administration.
• Assist with laboratory project coordination and supplier logistics.
• Plan and organize company events and internal trainings.
• Ensure SOPs and regulatory standards are followed in daily operations.
• Assist with procurement, inventory tracking, and office/lab supplies.

Conoscenze

Calendar management

Meeting coordination

Administrative support

Documents organization

Travel coordination

Confidential data handling

Communication skills

MS Office Proficiency

HR processes familiarity

Laboratory operations knowledge

Formazione

Associates or Bachelor's degree in Business Administration or related field

Science-related degree preferred

Strumenti

Microsoft Office

Internal systems

Word

Excel

Outlook

PowerPoint

Descrizione del lavoro

Eagle Houston | Eagle
Houston, TX 77099, USA

Description

Position Summary

We are looking for a reliable and detail-oriented Administrative Assistant to provide essential support to the Executive Assistant and contribute to the smooth daily operations of our team. This role is perfect for someone who enjoys helping others, staying organized, and playing a key behind-the-scenes role in ensuring the executive team can focus on their priorities. You will assist with a variety of administrative tasks, such as managing schedules, organizing documents, coordinating events, and providing overall support to improve efficiency and productivity.

What You'll Do

• Provide administrative support to the Executive Assistant, President, and management team.
• Manage calendars, appointments, meetings, and conference calls, anticipating scheduling needs and adjusting for changes.
• Prepare, review, and organize correspondence, reports, presentations, spreadsheets, and meeting materials.
• Represent leadership and the company professionally when interacting with internal teams, vendors, and the public.
• Handle incoming calls, greet visitors, and direct inquiries appropriately.
• Prepare meeting minutes, Board resolutions, and related documentation as required.
• Coordinate domestic and international travel arrangements and reconcile expense reports.
• Secure and maintain highly confidential company and employee records.
• Serve as backup support for managers and administrative staff as needed.
• Coordinate scheduling and logistics for laboratory projects, client activities, and internal initiatives.
• Track sample submissions and maintain laboratory documentation in compliance with SOPs and regulatory requirements.
• Support procurement, inventory tracking, and organization of laboratory supplies and equipment.
• Assist with laboratory compliance, quality, and safety audits.
• Ensure laboratory and office environments remain organized, efficient, and operationally compliant.
• Assist with employee onboarding, offboarding, and maintenance of HR records and systems.
• Coordinate employee training sessions, internal meetings, and company events.
• Support HR processes including benefits administration, time-off tracking, and internal communications.
• Explain and apply company policies and procedures consistently and professionally.
• Coordinate small to large meetings, catering events, and internal or external gatherings.
• Plan and manage logistics for trade shows, conferences, and company events where Eagle Analytical participates as an exhibitor.
• Monitor deadlines and ensure required materials, resources, and participants are prepared in advance.
• Ensure adherence to company policies, SOPs, and regulatory standards, including cGMP and ISO requirements.
• Research, compile, and analyze information from multiple sources to support management reporting.
• Support project coordination by tracking timelines, communicating updates, and maintaining interim reports.
• Communicate schedule changes, evolving requirements, and unexpected issues clearly and promptly.
• Demonstrate sound judgment, diplomacy, and professionalism when handling sensitive or high-pressure situations.
• Participate in cross-functional team discussions and contribute to achieving company goals.
• Assist with special projects as assigned by the Executive Assistant or leadership team.
• Support continuous improvement initiatives across operations, HR, and administration.

Who You Are

• Associate's or Bachelor's degree in Business Administration, Science, or a related field preferred.
• Minimum of 2-3 years of administrative experience, preferably in a laboratory, scientific, or regulated corporate environment.
• Strong organizational, multitasking, and time-management skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn internal systems quickly.
• Demonstrated ability to manage confidential information with discretion and professionalism.
• Strong problem-solving skills and ability to remain calm and effective under tight deadlines.
• Familiarity with laboratory operations, HR processes, compliance environments, or executive support is a plus.

Who We Are

Serving customers since 2004, Eagle offers the highest quality in preparation testing for sterility, bacterial endotoxins, microbial detection, beyond-use dating (BUD) determination and active ingredient potency. State-of-the-art equipment, combined with the experience and knowledge of our team, makes Eagle the best choice for all testing needs. The Eagle team is committed not only to performing the best quality control testing, but also working relentlessly with our customers on solutions if tests receive unexpected results. Learn more at www.eagleanalytical.com .

Qualifications

Skills

Preferred

Good Judgement

Expert

Task Management

Expert

Time Management

Advanced

Flexibility

Advanced

Detail Oriented

Advanced

Expert

Communication

Advanced

Behaviors

Preferred

Innovative

Consistently introduces new ideas and demonstrates original thinking

Enthusiastic

Shows intense and eager enjoyment and interest

Team Player

Works well as a member of a group

Dedicated

Devoted to a task or purpose with loyalty or integrity

Motivations

Preferred

Self-Starter

Inspired to perform without outside help

Growth Opportunities

Inspired to perform well by the chance to take on more responsibility

Education

Preferred

Associates or better in Science or related field.

Bachelors or better in Business Administration or related field.

Bachelors or better in Health Administration or related field.

Licenses & Certifications

Preferred

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.