Description

Job Title

Administrative Assistant

Department

Administration

Reports To

Senior Executive Assistant

Location

On-Site (Mesa, AZ)

FLSA Classification

Non-Exempt

Salary Range

Company Summary

BioLab Holdings, Inc. and its affiliates companies ("the Company") is a biotechnology company committed to raising the standard of caring by developing, manufacturing, and commercializing breakthrough products with patient care in mind. At the heart of our work is a mission to optimize the standard of wound care through innovations grounded in science, compassion, and collaboration. We support healthcare distributors, providers, and patients worldwide who share our same initiatives to deliver clinical performance and real-world impact.

Position Summary

The Administrative Assistant serves as the primary point of contact for employees, visitors, vendors, candidates, and guests, creating a welcoming and professional first impression. This position oversees front desk operations, provides administrative support across departments, coordinates daily office activities, and contributes to an organized, efficient, and service-focused workplace.

The successful candidate will demonstrate strong organizational skills, attention to detail, professionalism, and a customer-service mindset. This individual must be able to manage multiple priorities, adapt to changing business needs, and maintain a positive and composed demeanor in a fast-paced environment.

Essential Functions

Front Desk & Reception

• Greet and welcome visitors, vendors, candidates, and guests in a professional manner.

• Answer, screen, and route incoming phone calls.

• Manage visitor sign-in procedures and maintain accurate visitor logs.

• Receive, sort, and distribute incoming mail and packages.

• Coordinate outgoing shipments and courier services.

• Maintain a clean, organized, and professional reception area.

• Serve as the primary point of contact for general office inquiries.

Administrative Support

• Provide administrative support to departments as needed.

• Schedule meetings and reserve conference rooms.

• Prepare agendas, meeting materials, and presentation packets.

• Assist with document preparation, formatting, proofreading, and distribution.

• Maintain organized electronic and physical filing systems.

• Support data entry, recordkeeping, and routine reporting.

• Assist with onboarding documentation and administrative processes for new hires.

• Track and replenish office forms, supplies, and administrative materials.

Office Operations

• Manage office supply inventory and place orders as needed.

• Coordinate office maintenance requests and vendor services.

• Assist with workspace setup and office readiness.

• Support office safety, cleanliness, and organization initiatives.

• Coordinate employee events, lunches, celebrations, and company meetings.

• Monitor and maintain shared office spaces, conference rooms, and break areas.

• Assist with company communications and office announcements.

Operational & Cross-Functional Support

• Partner with department leaders on administrative initiatives.

• Help coordinate internal meetings, training sessions, and company events.

• Maintain department trackers and administrative records.

• Support special projects and process-improvement initiatives.

• Assist with travel arrangements and logistics when required.

• Support compliance documentation and internal administrative processes.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or

qualifications associated with the job. Other duties may be assigned.

Competencies

• Administrative Excellence: Completes front desk, clerical, recordkeeping, and administrative responsibilities accurately, efficiently, and with consistent attention to detail.

• Communication & Interpersonal Skills: Communicates clearly, professionally, and respectfully with employees, visitors, vendors, candidates, and department leaders.

• Organization & Prioritization: Independently organizes schedules, meetings, records, supplies, and competing priorities to support efficient daily office operations.

• Confidentiality & Integrity: Handles employee, visitor, business, and compliance-related information with discretion, professionalism, and sound judgment.

• Technical Proficiency: Proficiently uses Microsoft 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint, to complete administrative tasks and maintain accurate records.

• Adaptability & Resilience: Adjusts effectively to changing priorities, interruptions, and unexpected office needs while maintaining professionalism and service quality.

• Problem-Solving & Initiative: Identifies routine administrative or operational issues, takes appropriate action within established authority, and escalates complex concerns when necessary.

• Collaboration & Relationship Building: Builds positive working relationships across departments and provides responsive, professional service to internal and external customers.

Minimum Qualifications

Education:

High school diploma or equivalent required; associate degree preferred.

Experience:

Two to five years of administrative, receptionist, customer service, or office-management experience. Experience supporting office operations in a corporate environment preferred.

Certifications:

None required.

Knowledge, Skills, and Abilities

• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, Teams, and PowerPoint.

• Excellent verbal and written communication skills.

• Strong organizational and time-management abilities with the ability to prioritize multiple tasks in a fast-paced environment.

• Professional presence and a strong customer-service mindset.

• High level of discretion when handling confidential information.

• Highly organized and motivated to create structure and efficiency; dependable, proactive, and solutions-oriented.

• Comfortable working in an environment where daily priorities may change, while consistently demonstrating professionalism and attention to detail.

Physical Requirements

• Ability to sit and/or stand for extended periods at a front desk or workstation.

• Ability to use computers, phone systems, and standard office equipment.

• Occasional lifting and movement of mail, packages, and office supplies, with or without reasonable accommodation.

Work Environment

Employees in this role may be exposed to a variety of environmental, activity-related, and ergonomic hazards throughout the workday. Environmental risks include potential spills, weather-related conditions, inadequate ventilation, exposure to extreme heat or cold, poor housekeeping, chemical exposure, and slip, trip, and fall hazards. Activity-related hazards may involve working around burn or heat sources, compressed gases, electrical cords and tools, energized equipment, and possible exposure to contagious diseases or other unforeseen risks. Ergonomic hazards are also present, including lifting, awkward postures, repetitive motions, and prolonged periods of sitting or standing. Specific job tasks such as sitting at a workstation for extended periods can lead to back, shoulder, hand, arm injuries, and eye strain, while prolonged standing may result in strains, sprains, and leg or knee injuries. Walking throughout the building introduces the risk of slips, trips, falls, and strains, particularly if walkways are obstructed or wet. Additionally, cleaning up spills can pose hazards such as slips, trips, strains, and potential exposure to bloodborne pathogens. Overall, employees must remain aware of these hazards to reduce the risk of injury in the workplace.

Travel Requirements

Minimal to no travel is required for this position.