Executive Assistant/Coordinator

Afton Scientific. LLC; Charlottesville (VA); On-site; USD 40,000 - 55,000; Full time

Job summary

A biopharmaceutical company in Charlottesville is seeking a Coordinator to provide essential administrative and operational support across multiple teams. The role demands strong communication, organization skills, and a minimum of two years of relevant experience. Responsibilities include being the point of contact for clients and vendors, managing calls, scheduling meetings, and handling travel arrangements. This offers a great opportunity to contribute to sterile pharmaceutical manufacturing in a dynamic environment.

Qualifications

• Minimum of two years of experience in administrative support or office coordination.
• Strong ability to manage multiple priorities in a fast-paced workplace.
• Reliable and able to maintain confidentiality.

Responsibilities

• Serve as a point of contact for employees and vendors.
• Coordinate travel arrangements and prepare expense reports.
• Manage incoming calls and maintain a welcoming reception.

Skills

Strong verbal and written communication skills

Proficiency in Microsoft Office Suite

Strong organization

Attention to detail

Job description

At Afton Scientific, every role contributes to advancing the quality and reliability of sterile pharmaceutical manufacturing. Our team is driven by innovation, collaboration, and a commitment to excellence. We support employees at every stage of their career by fostering an environment where development, learning, and meaningful impact are possible.

Welcome to Your Next Career Chapter

We invite you to explore opportunities to join our organization and contribute to our mission. We are currently seeking a Coordinator to support our growing biopharmaceutical operations at our on-site facility in Charlottesville, Virginia.

Overview of this Position:

The coordinator will provide high‑quality administrative, operational, and cross‑functional support to ensure efficient day‑to‑day activities across departments. This role serves as a primary point of contact for internal stakeholders, visitors, and vendors, helping maintain smooth operations in a regulated manufacturing environment. Success in this position requires strong organization, professionalism, attention to detail, and the ability to support multiple teams simultaneously.

Non‑Negotiable Requirements:

• Minimum of two (2) years of experience in administrative support, office coordination, or operations in a professional environment
• Strong verbal and written communication skills, with the ability to interact professionally with employees, clients, and vendors
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
• Demonstrated ability to manage multiple priorities in a fast‑paced workplace
• Reliable, punctual, and able to maintain confidentiality with sensitive information

Preferred Requirements:

• Experience supporting teams in a GMP, scientific, technical, or regulated manufacturing environment
• Familiarity with expense reporting, scheduling tools, or office management software
• Demonstrated ability to coordinate logistics, events, or cross‑functional activities
• Prior experience supporting leadership teams or managing complex calendars
• Comfort with vendor coordination, facilities support, and basic purchasing/tracking

Responsibilities Include:

• Serve as a professional point of contact for employees, visitors, clients, and vendors
• Manage incoming calls, route inquiries, and maintain a welcoming reception environment
• Coordinate visitor check‑ins, site access, meeting room assignments, and facility readiness
• Support scheduling, calendar management, and meeting logistics for internal stakeholders
• Coordinate travel arrangements and prepare expense reports
• Assist with meeting preparation, agendas, notes, and follow‑up actions
• Draft correspondence and routine communications as needed
• Maintain office supplies, inventory, and equipment
• Coordinate with building management and external vendors regarding facility needs
• Oversee shipping/receiving and internal mail distribution
• Support office cleanliness, organization, and readiness for daily operations
• Assist with onboarding logistics for new employees (workspace setup, scheduling, supplies)
• Maintain organized filing systems (digital and physical)

The duties listed above are intended to describe the essential functions of this role. Additional responsibilities may be assigned as needed. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential job functions. This role may require sitting, standing, or walking for extended periods; using a computer; interacting with visitors; and working in a standard office environment. Afton Scientific does not discriminate based on disability and will provide reasonable accommodation as required by law.