Administrative Assistant

Administrative Assistant

Solvita is seeking an organized, detail-oriented Administrative Assistant to support smooth day-to-day operations for our team. In this role, you will serve as a key administrative contact, coordinate schedules and meetings, maintain accurate records, support travel and training logistics, and help ensure internal processes run efficiently. The ideal candidate is professional, proactive, customer-service focused, and comfortable balancing multiple priorities in a fast-paced environment.

What You’ll Do

• Serve as the primary administrative point of contact for employees, visitors, and general inquiries.
• Coordinate meetings, calendars, room arrangements, food orders, agendas, and meeting minutes as needed.
• Process administrative items such as PTO requests, payroll updates, timesheets, credit card transactions, expense reports, purchase orders, and invoices.
• Manage logistics for training courses, including registrations, bookings, meals, and supporting materials.
• Arrange domestic and international travel for staff and visitors, including transportation, lodging, and related documentation.
• Support visitor activities, including tours, information packets, hotel bookings, and other hospitality needs.
• Maintain accurate records, spreadsheets, files, forms, standard operating procedures, and departmental documentation.
• Assist with user permissions, IT equipment coordination, office supply inventory, equipment repairs, literature fulfillment, scanning, and filing.
• Partner with Accounting, Purchasing, and other internal teams to support timely processing of received items, invoices, and documentation.
• Plan, prioritize, and organize workload while identifying opportunities to improve office practices and team efficiency.
• Support staffing schedules, assigned duties, EDRC processes, compliance documentation, and other administrative projects.
• Perform additional duties as assigned.

What We’re Looking For

Minimum Qualifications

• High school diploma or equivalent required.
• Computer literacy and working knowledge of programs currently in use at Solvita required.
• Strong attention to detail with the ability to compose, type, proofread, prioritize, and meet deadlines accurately.
• Excellent interpersonal and communication skills, including the ability to handle sensitive and confidential information with professionalism.
• Demonstrated poise, tact, diplomacy, and a positive attitude when working with employees, visitors, and team members.
• Ability to work in a fast-paced, team-oriented environment while managing multiple competing priorities.
• Ability to meet the required physical demands of the role with or without reasonable accommodation.

Preferred Qualifications

• Additional training in business, office administration, or a related field.
• At least one year of administrative support experience.
• Knowledge of medical terminology.

Required Physical Demands

Other Required Physical Demands:  N/A