Administrative Assistant

Administrative Assistant

Details

Job Type : Full-time, Onsite in Rochester, Minnesota

Working Hours : 8 : 00 AM 5 : 00PM, Monday to Friday (1-hour lunch break)

Reporting Structure : Reports to the Financial Controller

Company Overview

RION is a clinical-stage biotechnology company based in Rochester, Minnesota. RION was founded as a Mayo Clinic Employee Entrepreneurial Program startup company.

RION’s mission is to develop clinically impactful and accessible therapies using innovative regenerative medicine technologies based on extracellular vesicle science.

Our proprietary exosome platform has the ability to address significant unmet patient needs in many fields of medicine; accordingly, we are actively pursuing clinical programs in wound healing, cardiovascular diseases, and women’s health.

Our ultimate mission is to deliver cutting edge solutions accessible to any patient in need, anywhere in the world.

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant to provide efficient and effective administrative support to our team.

The ideal candidate will be proactive, capable of managing multiple tasks, and maintaining a high level of professionalism.

This role is pivotal in ensuring smooth day-to-day operations and enhancing organizational productivity.

Key Responsibilities :

• Manage Office Communications : Answer and direct phone calls, emails, and other forms of communication. Handle inquiries promptly and professionally.
• Schedule Management : Maintain calendars, schedule appointments, and coordinate meetings. Assist in organizing and preparing for meetings, including setting agendas, taking minutes, and distributing meeting materials.
• Document Handling : Create, edit, and maintain documents, reports, and presentations. Ensure accurate filing and record-keeping (both electronic and physical).
• Data Entry and Record Keeping : Input data, maintain databases, and generate reports as needed. Update and maintain organizational contact lists.
• Office Supply Management : Monitor and order office supplies as needed, ensuring an efficient and well-stocked workspace.
• Travel Arrangements : Arrange domestic and international travel, including transportation, accommodation, and itineraries for staff when necessary.
• Assist with Shipping Logistics : Help manage and track company-wide shipments, ensuring proper handling and delivery.
• Collect and sort incoming mail, parcels, and packages. Ensure they are distributed to the appropriate departments or individuals in a timely manner.
• Organize and prepare outgoing mail, including letters, packages, and other deliveries. Ensure proper labeling, packaging, and postage requirements are met.
• Financial Support : Assist with expense reporting, invoices, and budget tracking as needed.
• General Administrative Support : Assist in various clerical duties to support the overall operations of the office.
• Project Assistance : Provide support on special projects assigned by management or team members.

Qualifications :

• Education : High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Experience : At least 1-3 years of experience in an administrative role or similar position.
• Technical Skills : Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office-related software.

Experience with database management and office equipment.

• Communication : Excellent written and verbal communication skills.
• Organizational Skills : Strong attention to detail with the ability to prioritize tasks and manage time effectively.
• Interpersonal Skills : Ability to work well in a team environment, with a positive, professional attitude.
• Problem-Solving : Able to handle multiple responsibilities and solve issues effectively with minimal supervision.

Working Conditions :

Environment : Office setting, with occasional requirements to lift light objects (up to 25 pounds).

Benefits Overview

RION recognizes the importance of balance and flexibility in our work environment. We offer a wide variety of competitive benefits designed to aid employees in achieving their goals, both personal and work related.

Some of the benefits offered by RION via TriNet (its PEO) include :

• Health Insurance (PPO or High Deductible Health Plan with Health Savings Account)
• Dental Insurance
• Vision Insurance
• Flexible Spending Accounts (FSA)
• 401-K Retirement Savings
• Life Insurance (both basic life from the Company and optional additional insurance)
• Paid Time Off
• Paid Holidays
• Parking Benefits

RION is an equal opportunity employer and complies with all applicable federal, state and local fair employment practices laws.

RION strictly prohibits and does not tolerate discrimination against employees, applicants or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including pregnancy), gender (including gender nonconformity and status as a transgender or transsexual individual), age, physical or mental disability, citizenship, past, current or prospective service in the uniformed services, genetic information, marital status, AIDS / HIV status, smoker / nonsmoker, and occupational pneumoconiosis or any other characteristic protected under applicable federal, state or local law.