HudsonAlpha - Operations Executive Assistant

Hudsonalpha Institute For Biotechnology - Huntsville, AL

Full-time

Huntsville, AL

Professional, Scientific, and Technical Services

About the position

The Operations Executive Assistant position at the HudsonAlpha Institute for Biotechnology is a vital role that provides comprehensive administrative support to the Senior Director of Operations and the Operations Department. This position is designed for an individual who is detail-oriented, organized, and capable of managing multiple tasks efficiently. The Operations Executive Assistant will be responsible for coordinating the departmental budget preparation, tracking, and reporting, ensuring that all financial activities are accurately documented and communicated. This role serves as the primary point of contact for vendors and contractors associated with the operations department, requiring excellent communication skills and the ability to manage relationships effectively. In addition to budget management, the Operations Executive Assistant will handle a variety of administrative tasks, including answering phone calls, taking messages, and transferring calls as necessary. The assistant will prepare and review reports, memos, letters, and invoices, ensuring that all documentation is accurate and timely. This position also involves performing research, compiling data, and preparing materials for consideration by executives and committees. The assistant will attend meetings, record minutes, and ensure that all relevant information is documented and distributed appropriately. The role requires the ability to process lease agreements, maintain various lease-related files, and analyze incoming memos and reports to determine their significance. General office duties such as ordering supplies, maintaining records, managing database systems, and performing basic bookkeeping tasks are also part of the job. The Operations Executive Assistant will be responsible for making travel arrangements for the department and maintaining the Operations address book and calendar, ensuring that all scheduling is managed effectively. This position is essential for the smooth operation of the department and requires a proactive approach to problem-solving and task management.

Responsibilities

• Coordinate departmental budget preparation, tracking, and reporting.
• Answer phone calls for appropriate parties, take messages, or transfer calls as appropriate.
• Serve as point of contact for operations department vendors/contractors and prepare and review reports, memos, letters, and invoices.
• Perform research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Attend meetings as required and record the minutes.
• Host visitors and see to their needs.
• Process lease agreements and maintain various lease-related files.
• Receive and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Perform general office duties, such as ordering supplies, maintaining records, managing database systems, processing purchase requisitions, and performing basic bookkeeping work.
• File and retrieve corporate documents, records, and reports.
• Maintain communication and distribution lists for tenants and Operations' vendors.
• Maintain vendor/service agreements, approve work completions, and report status.
• Make travel arrangements for the Operations department.
• Maintain timely and accurate data entry for Operations' work order system.
• Maintain the Operations address book and calendar.

Requirements

• B.S. Degree in a related field and/or national IAAP Certification, preferred.
• At least five (5) years of related experience showing progressive growth.
• Proficient computing skills; macOS experience preferred.
• Experience with Costpoint, Slack, Zoom, Google Workspace preferred.
• Notary preferred.
• Detail-oriented with high data entry accuracy.
• Professional appearance and demeanor.
• Excellent written and verbal communication skills.
• Exceptional discretion in dealing with sensitive information.
• Must be a self-starter and have the ability to prioritize competing tasks.
• Team player that can also work independently.