• Administrative Assistant/Receptionist

    Job Locations US-WI-Madison
    Req No.
    2018-3084
    Category
    Human Resources, Legal & Organization Engineering
    Type
    Regular Full-Time
  • Summary of Major Responsibilities

    The Administrative Assistant is responsible for administrative tasks which may include front desk coverage for Exact Sciences sites. The Administrative performs general and specific administrative duties including organizing meetings, managing calendars, etc.  This position interfaces with senior leaders, directors, managers, visitors and suppliers, etc. to gather and exchange information.

     

    This specific role supports Exact Sciences Laboratories and the leadership of Exact Sciences Laboratories in several ways including event planning, calendar coordination and management, meeting scheduling, logistics coordination and other administrative tasks.

    Essential Duties and Responsibilities

    • Receive incoming calls, manage minor requests for information/assistance, and route other calls as appropriate.
    • Schedule and coordinate meetings, may prepare agendas, reserve rooms, and arrange for catering food services.
    • Provide administrative and clerical support for department, and other members of staff as needed. May handle details of a highly confidential and critical nature.
    • Draft correspondence and presentations, types from notes, edits, photocopies, faxes, files, etc. which may be of a confidential nature. May prepare presentation materials for meetings.
    • Opens office promptly at designated time.
    • Consistently conveys friendly, helpful, professional manner.
    • Demonstrates a customer service orientation, treating internal and external customers with world-class service.
    • Provides accurate information.
    • Proactively manages coverage and priorities (i.e. secures back-up for times of absence from desk).
    • Provides back-up support for other receptionists, potentially at different locations within a six-mile radius.
    • Arrange travel schedule and reservations.
    • Maintain clear and complete records as well as follows procedures to comply with all elements of Exact Sciences’ Quality System relevant to the position.
    • Perform other related duties as assigned by management.
    • Sort, distribute, and forward incoming mail in a timely fashion.
    • Takes outgoing mail out in time for pick up.
    • Regular and reliable attendance
    • Support and comply with the company’s Quality Management System policies and procedures
    • Provide backup assistance to other Assistants as needed.

    Physical Requirements

    • Ability to use computers daily in an interactive manner for extended periods of time and up to 8 hours per day.
    • Ability to sit for an extended period of time.
    • Ability to frequently and accurately communicate with employees, customers, etc. face-to-face, via the telephone or by email.

    Qualifications

    Minimum Qualifications

    • High School Diploma or General Education Degree (GED).
    • 3 years of administrative experience.
    • Authorization to work in the United States without sponsorship.

    Preferred Qualifications

    • Associate degree.

    #LI-RM1

    We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state or federal law. Applicable portions of the Company’s affirmative action program are available to any applicant or employee for inspection upon request.

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