We are looking for a junior or experienced Administrative Assistant with a relevant degree to supervise the daily support operations of Protavio, a biotech company offering biomarker discovery to production services. As an Administrative Assistant, you will play a crucial role in providing administrative support to ensure the smooth operation of our office. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently. The goal is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly.

The following youtube video describes very well what we expect from an Administrative Assistant: https://www.youtube.com/watch?v=V5kCFv5b4VY

Responsibilities

Administrative Coordination

• Plan and coordinate administrative procedures and systems, identifying opportunities to streamline processes.
• Act as the primary point of contact among executives, employees, clients, and external partners to ensure smooth communication and information flow.
• Oversee facilities services and maintenance activities, coordinating with relevant vendors or service providers.

Documentation & Communication

• Prepare and distribute various business documents (e.g., purchase orders, quotes, invoices, confidential disclosure agreements, etc.) for clients and suppliers.
• Handle general office correspondence, including emails, phone calls, and postal mail, ensuring timely responses and appropriate follow-up.
• Maintain accurate records and filing systems (physical and digital), and keep track of important documentation related to operations and quality management systems.

Office Procurement & Inventory Management 

• Monitor and maintain office supply inventory (e.g., stationery, kitchen supplies) and lab reagents, initiating purchase requests as needed.
• Evaluate vendors, negotiate contracts, and manage relationships to ensure cost-effective purchasing and timely delivery.
• Ensure all procurement activities adhere to budget guidelines and company policies.
• Collaborate with the finance team or use ERP systems (familiarity with ERP is a plus) to process orders, track expenses, and reconcile invoices.

Finance & Budget Support

• Monitor costs and expenses to assist in budget preparation and reporting.
• Collaborate with the accounting department on invoice processing, expense tracking, and approvals.
• Provide regular updates to management regarding procurement costs and other budgetary considerations.

Scheduling & Calendar Management

• Manage calendars for senior staff, including scheduling internal and external meetings, appointments, and conference calls.
• Coordinate travel arrangements, such as booking flights, ground transportation, and hotel or restaurant reservations, ensuring all details align with travel policies and preferences.
• Support visitors by arranging transportation, accommodation, and business dinners.

Logistics & Shipping

• Organize and track international shipments to/from the company’s premises, liaising with couriers and customs agents

Team Support & Collaboration

• Provide administrative support to other team members as needed.
• Contribute to a positive team environment by proactively offering assistance and expertise.
• Use various software tools (word processors, spreadsheets, databases, presentation software) to complete tasks efficiently and accurately.
• Ensure office operations comply with company policies and any relevant industry regulations.

HR Support

• Assist in the recruitment process by posting job openings, scheduling interviews, and communicating with candidates.
• Support new-hire onboarding (e.g., preparing documentation, coordinating training, setting up workspace).
• Maintain and update employee records, files, and other HR-related documentation.
• Serve as a point of contact for routine HR inquiries and coordinate with HR or management to resolve employee issues.

Education & Experience

• University Bachelor's Degree, preferably in Life Sciences or Business administration or a relative field
• Proven experience (3+ years) as an Administrative Assistant, Office Manager, or similar role; experience in a biotech or scientific setting is a plus.

Technical Skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other common business software.
• Experience using ERP systems (e.g., SAP, NetSuite) or willingness to learn—familiarity is highly preferred.
• Basic understanding of bookkeeping or accounting principles is a plus.

Communication & Interpersonal Skills

• Excellent written and verbal communication skills, with a professional demeanor in person and on the phone.
• Strong interpersonal skills to collaborate effectively with internal teams, clients, and external partners.
• Ability to handle confidential information with discretion.

Organizational & Time Management

• Exceptional organizational skills, with keen attention to detail and accuracy.
• Ability to prioritize and multi-task in a fast-paced environment, meeting tight deadlines.
• Problem-solving mindset and willingness to proactively identify and address potential issues.

Flexibility & Adaptability

• Demonstrated ability to work both independently and collaboratively, with minimal supervision.
• Willingness to adapt to changing priorities and business needs.