Administrative Support Specialist - Site Administration & Operations Position Summary We are seeking a highly organized and customer-focused Administrative Support Specialist to join our Site Administration & Operations team. In this highly visible role, you will provide administrative and operational support for our

U.S. R&D

site while helping create an exceptional experience for employees, visitors, and business partners. Reporting to the Senior Manager, Site Administration & Operations, you will play a key role in ensuring smooth day-to-day site operations and supporting a collaborative workplace culture. Reporting Relationship This position reports directly to the Senior Manager, Site Administration & Operations. Key Responsibilities Serve as the primary point of contact for all site visitors, providing a professional and welcoming experience. Manage visitor interactions with discretion and professionalism, including high-profile or confidential visits involving patients, regulatory agencies, immigration representatives, executive leadership, and board members. Act as the primary resource for building operations, office management, and employee workplace inquiries. Coordinate daily conference room scheduling, proactively resolving conflicts and accommodating last-minute meeting requests. Provide daily administrative and office management support to ensure efficient site operations. Partner closely with the Operations team and Administrative Support Specialists to deliver outstanding internal customer service. Support internal teams with meeting logistics, industry conference coordination, and calendar management as needed. Maintain high-quality administrative processes and ensure operational standards are consistently met. Prepare and process purchase orders while supporting financial workflows, including PO entry into the Coupa system. Lead or assist with operational initiatives, including: New hire orientation and onboarding Digital signage updates Site-wide events and employee celebrations Swag and promotional item distribution Lunch program administration Office plants and workplace décor Email distribution list maintenance Prepare and distribute site-wide communications and informational emails when appropriate. Identify opportunities to improve processes and proactively resolve operational issues before they arise. Qualifications Education Associate's degree required. Experience Minimum of 5 years of administrative, executive support, or office management experience. Skills & Competencies Positive, proactive, and customer-service-oriented approach. Demonstrated professionalism, diplomacy, and sound judgment when handling confidential information. Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously. Ability to work independently while collaborating effectively across teams and departments. Excellent interpersonal and communication skills with the ability to build relationships at all levels of the organization. Advanced proficiency in Microsoft Office Suite and strong computer skills. Experience with financial systems and purchase order processing; Coupa experience is a plus. Strong problem-solving skills with the ability to anticipate needs and proactively address challenges. Comfortable interacting with employees, executives, vendors, and external visitors. Demonstrated leadership qualities and the ability to serve as a trusted resource within the administrative support team. #IND