Administrative Assistant

Eagle Analytical Services; Houston (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Eagle Analytical Services is seeking an Administrative Assistant to support the Executive Assistant and leadership team. The role emphasizes organization, reliability, and proactive behind-the-scenes assistance to keep executives focused on priorities.

You will manage calendars, coordinate domestic and international travel, prepare reports and meeting materials, handle confidential records, and support HR and lab operations to improve efficiency and productivity.

Qualifications

• A Bachelor's or Associate degree in a related field.
• 2–3 years of administrative experience, preferably in lab or regulated setting.
• Strong organizational and communication skills with attention to detail.

Responsibilities

• Provide administrative support to the Executive Assistant, President, and management.
• Manage calendars, meetings, and conference calls.
• Prepare correspondence, reports, 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.

Skills

Organizational skills

Multitasking

Time management

Communication skills

MS Office

Discretion

Problem solving

Executive support

Education

Bachelor's degree in Business Administration, Science, or related

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job 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.