Part-Time Administrative Assistant

Brinox USA, Inc.; Charlotte (NC); Hybrid; USD 34,000 - 48,000; Part time

Benefits offered by this job

Paid time off

401(k) plan

Company holidays

W-2 with benefits

Job summary

Brinox USA, Inc. is seeking a highly organized Part-Time Administrative Assistant to support the President US Operations and the team in Charlotte.

Responsibilities include scheduling, travel arrangements, expense tracking, vendor coordination, onboarding, and general office management. The role offers hybrid work, approximately 15-20 hours weekly, with competitive hourly pay and benefits for a part-time position.

Qualifications

• Bachelor's Degree or equivalent professional experience.
• At least 3 years of administrative support/office management experience.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and learning new software quickly.
• Experience coordinating travel, purchasing, vendors, and facilities.

Responsibilities

• Assist the President with daily administrative activities, correspondence, and follow-up on action items.
• Help organize and prioritize emails, send routine correspondence, and coordinate communications.
• Manage calendar, schedule meetings, and coordinate appointments.
• Arrange domestic and international travel, including flights, hotels, rental cars, and related logistics.
• Track deadlines and follow up with internal and external contacts as needed.
• Assist with purchasing supplies, tools, equipment, and other business necessities, also for construction site teams.
• Research vendors, obtain quotations, compare pricing, and coordinate orders.
• Track purchases, deliveries, and outstanding items.
• Coordinate with vendors and service providers to resolve routine issues.

Skills

Independent work

Organization

Communication

Multitasking

Confidentiality

Education

Bachelor's Degree or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Job description

Brinox is a global engineering and manufacturing group specializing in turnkey process systems and GMP-washers.

Headquartered in Switzerland, with engineering and manufacturing operations in Slovenia, Brinox serves leading pharmaceutical and biopharmaceutical companies worldwide.

Established in 2023, Brinox USA is rapidly expanding its North American operations, including sales, project execution, installation, and technical services.

We are looking for a highly organized, proactive, and reliable Part-Time Administrative Assistant to support our President US Operations and our team.

Key Responsibilities

Executive & Administrative Support

• Assist the President with daily administrative activities, correspondence, and follow-up on action items.
• Help organize and prioritize emails, send routine correspondence, and coordinate communications.
• Manage calendar, schedule meetings, and coordinate appointments.
• Arrange domestic and international travel, including flights, hotels, rental cars, and related logistics.
• Track deadlines and follow up with internal and external contacts as needed.
• Assist with purchasing supplies, tools, equipment, and other business necessities, also for construction site teams.
• Research vendors, obtain quotations, compare pricing, and coordinate orders.
• Track purchases, deliveries, and outstanding items.
• Coordinate with vendors and service providers to resolve routine issues.

Accounting Coordination

• Collect, review, and organize vendor invoices, receipts, and expense documentation.
• Help ensure that project-related expenses are properly documented and allocated.
• Track expenses eligible for reimbursement or intercompany billing and ensure they are submitted in a timely manner.
• Coordinate with the company's external fractional CPA.
• Support routine administrative activities related to company credit cards, expense reports, and vendor accounts.

General Business Support

• Assist with trade show preparations, registrations, travel, and related logistics.
• Support onboarding and administrative arrangements for new employees.
• Provide administrative support for construction site teams, e.g. handling of home rentals, utilities
• Coordinate occasional shipments, deliveries, and other logistical activities.
• Help improve administrative processes and identify opportunities to simplify routine work.
• Assist with occasional selection and implementation of new software tools
• Take ownership of miscellaneous assignments and special projects as needed.

Qualifications

Required

• Bachelor's Degree or equivalent relevant professional experience
• At least 3 years of experience in administrative support, office management, executive assistance, or a comparable role.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Outlook, Word, Excel, Teams, and quickly learning other software.
• Experience coordinating business travel, purchasing, vendors, and facilities.

Preferred

• Experience supporting a senior executive or small-business owner.
• Familiarity with QuickBooks, expense reporting, or basic accounting administration.
• Experience with international business environments.
• Comfortable using online purchasing, booking, and business platforms.

Ideal Candidate

We're particularly interested in someone who:

• Takes initiative and ownership, anticipating needs and getting things done without constant direction.
• Is exceptionally organized, detail-oriented, and reliable.
• Enjoys coordinating activities, solving practical problems, and finding efficient solutions.
• Is self-motivated, resourceful, and follows assignments through to completion.
• Is comfortable handling a wide variety of tasks and adapting to changing priorities.
• Communicates clearly, professionally, and confidently with colleagues, customers, and vendors.
• Values flexibility, trust, accountability, and a collaborative working environment.

Working Arrangements

• Part-time position, initially approximately 15-20 hours per week.
• Hybrid arrangement, with remote work possible for many responsibilities and occasional in-person activities in the Charlotte area.
• Flexible working hours, to be coordinated with the President.
• Some early morning work may be needed to coordinate with colleagues in Europe.
• Opportunity for increased hours and responsibilities as Brinox USA grows.
• W-2 role with benefits
• Competitive hourly compensation $25 - $35, depending on qualifications and experience.
• Paid time off (PTO) equivalent to two weeks of the employee's regular weekly schedule, accrued proportionally.
• Paid company holidays falling on regularly scheduled workdays, subject to company policy.
• Eligibility for the company's 401(k) plan in accordance with plan provisions.
• Health insurance is not provided for this part-time position.

Why Join Brinox?

This is an opportunity to become part of a growing U.S. organization backed by an established international engineering and manufacturing group.

You will work directly with the President of Brinox USA, contribute to a wide variety of business activities, and help establish the administrative foundation for the company's continued expansion.