Administrative Assistant - Life Sciences

Rimkus•Los Angeles, CA

19h•Remote

About The Position

Supports the business group and/or specific operating department by performing clerical and administrative duties for office personnel. Prepares letters, emails, and spreadsheets. Maintains job files and business records, coordinates meetings and assists with special projects. Reviews other confidential client communications. Process and distribute incoming mail, greet visitors, answer phones, and route calls to office personnel. Provides specialized administrative support to the District Manager or department head. Works under general supervision in the performance of assigned tasks.

Requirements

High school diploma with some college.
Minimum of 3 years’ experience in administrative capacity.
Must be highly organized and detail-oriented, with the ability to establish priorities, manage multiple tasks, meet deadlines, and follow through on assignments.

Nice To Haves

Associate degree or higher desired.

Responsibilities

Prepares general correspondence and emails.
Receives incoming matter assignments, addresses all elements of matter sheet, and inputs assignment into company systems with accuracy.
Ensures timely review of invoices and submits to clients via email or client portal.
Maintains matter-related and general office files per company directives (hard copies, electronic, archived, vendor files) and other files related to the company’s business.
Depending on office size, may oversee evidence storage, evidence records, and process legal subpoenas.
Schedules and organizes activities such as meetings, and other activities for all members of the department or business group.
Processes matters and check requests, and third-party invoices.
Serves as a primary point of contact by answering and directing incoming calls to appropriate office personnel and assisting clients by responding to inquiries in a professional and timely manner.
Works effectively with administrative staff and the broader office team to support office operations and ensure coordination of day-to-day activities.
Works collaboratively with administrative team in other offices to provide back-up support, as needed.
Maintains the functionality and professional appearance of the office by overseeing common areas and managing inventory of office supplies, snacks, and related items.
Manages general office operations, including calendars, mail and delivery distribution, scanning, filing, records management, printer and copier oversight, and coordination of day-to-day office activities.
Works with property management and external vendors to support office needs, service requests, maintenance issues, and facility-related follow-up.
Adheres to directives as outlined in the Administrative Systems and Procedures Manual.
Attends and participates in monthly region administrative conference calls.
Performs other duties as assigned.