Administrative Assistant

Administrative Assistant

Summary

Frontage Laboratory Inc. is seeking a professional Executive Administrative Assistant supporting executive management members as well as the Finance & Procurement group. Qualified candidates should have strong administrative skills including Microsoft office applications, effective communication skills required in English, language proficiency in Mandarin preferred. Applicants should be able to work on databases, coordinate calendars, edit/ type documents, and work well in a team setting as well as independently. We are looking for applicants who are dedicated to working in a support role.

Job Duties

• Arrange travel (including air, ground, and hotel) and itineraries for executive members including CEO and management VPs.
• Assist with travel arrangement in Concur for Business Development group; facilitate Finance review and approval of BD travel requests as well as expense reporting and reimbursement in Concur.
• Coordinate logistics around guests/clients visits including airport pick-up and drop off as needed; Requests for other miscellaneous local transportations may be expected.
• Responsible for gathering, tracking and review of employee expense reimbursement submitted via paper form. Facilitate approval and payment distribution process.
• Gather and maintain accounting documentations including tax certificate, 1099s and W-9 forms; Archive other financial records and files upon requests.
• Coordinate internal meetings and conference rooms, and registrations of external meetings.
• Back up to front desk receptionist at occasions to answer phones, screen calls, and take messages.
• Purchase order entering from PPMS system to NetSuite system.

Job Requirements

• 2-5 years administrative/operation support experience. Associates or Bachelors degree is preferred yet opens to equivalent work experience.
• Must possess valid US driver’s license and legal authorization to work in the U.S.
• Excellent written, verbal, interpersonal and communication skills
• Strong completer skills to use Microsoft productivity software such as Excel and Word
• Spoken and Written language skills in Mandarin would be a huge plus.
• Highly organized with the flexibility to accept changes and emergent requests.
• Ability to maintain highly confidential information.