Business Administrative Assistant

Ultima Genomics

Fremont, CA

On-siteCareer-pivot friendly

Who this role is best for

Strong fit for candidates who manage office logistics and coordinate team activities in the life sciences domain.

Best fit for

Candidates with experience in organizing office events and managing administrative workflows in life sciences or tech environments
— “organizing company morale events, employee volunteer events and company-wide parties”
Individuals who thrive in collaborative, fast-paced environments with diverse teams
— “collaborative group, including successful entrepreneurs, chemists, hardware and software engineers”
Candidates who have a background in handling office supplies, travel coordination, and onboarding processes
— “order, coordinate, and organize office lunch, snacks and office supplies”

Things to consider

This role requires a part-time, on-site commitment in Fremont, California
— “This is an onsite part-time contracting position based in our Fremont CA office”
Candidates must be able to manage physical tasks like lifting up to 25lbs of supplies
— “May be exposed to constant activity that requires intermittent standing, bending, crouching, pushing/pulling, lifting/moving/carrying (up to 25lbs of package or breakroom supplies)”

How to stand out

Emphasize your ability to handle multiple tasks simultaneously and maintain composure in high-pressure situations
— “work in a fast-paced, often high-pressure environment, with proven ability to maintain composure”
Showcase your proficiency with Microsoft Office Suite and data entry systems in your application materials
— “Be able to use computer proficiently, including Microsoft Office Suite and data entry”
Demonstrate your attention to detail and accuracy in managing administrative and security processes
— “Be detail-oriented with focus on accuracy”

Pace · SteadyCollaboration · LowAutonomy · MediumDecision Impact · Individual

Derived from job-description analysis by Serendipath's career intelligence engine.

What success looks like

order and manage office supplies
coordinate company events
manage travel arrangements
activate/deactivate access cards
manage onboarding/offboarding processes

Typical background

1-2 years of office administrative experienceproficient in Microsoft Office Suite

Skills & requirements

Required

Office AdministrationEvent CoordinationTravel ManagementOffice Supplies ManagementMail ManagementOffice MaintenanceOnboarding/offboarding ProcessesData Entry

Preferred

Project ManagementCustomer Service

Stack & domain

Microsoft Office SuiteData EntryOrganizationTime ManagementCommunicationInterpersonal SkillsAttention To DetailOffice AdministrationEvent CoordinationTravel CoordinationProcurementLogistics

About the role

Original posting from Ultima Genomics via Greenhouse

Rapidly Growing Life Sciences Technology Company
Ultima Genomics is a rapidly growing company that is developing ground-breaking genomics technologies. Our mission is to continuously drive the scale of genomic information to enable unprecedented advances in biology and improvements in human health. We have developed a foundational new approach to sequencing at scale that overcomes limitations due to the high costs of current technologies. We are well-funded and have raised approximately $600 million from global top-tier investors. Our team brings together unique and diverse expertise across multiple disciplines, from healthcare and life sciences, to engineering, to technology and software and beyond. We are a collaborative group, including successful entrepreneurs, chemists, hardware and software engineers, genomics and biotechnology experts, molecular and computational biologists, software and algorithm experts, and operations and commercial leaders. Join us to develop and commercialize technologies that unleash the power of genomics at scale and empower the future of human health.
We are looking for a highly motivated Business Administrative Assistant to join our Business Operations team!
This is an onsite part-time contracting position based in our Fremont CA office. You are expected to work approximately 25-30 hours per week, Monday to Friday.
How You’ll Contribute
Order, coordinate, and organize office lunch, snacks and office supplies. Prepare monthly reports for management review
Order and manage company SWAG
Be a key member with the Business Operations team in organizing company morale events, employee volunteer events and company-wide parties
Manage Company travel arrangements and associated reporting
Monitor the Company’s voice message system and greet/escort guests
Activate/deactivate access cards in the security system and create photo ID badges
Manage employees’ onboarding and offboarding process
Manage incoming and outgoing mail and packages
Manage the maintenance of a neat and orderly office environment
Manage company Certificate of Insurance (COI) process and vehicle policy programs
Assist in managing the Company’s facilities and certain office/breakroom equipment and coordinating with facility team and related vendors
Other ad hoc tasks as requested
Qualifications, Skills, Knowledge & Abilities
Associate degree
1-2 years of office administrative experience is preferred
Be able to use computer proficiently, including Microsoft Office Suite and data entry
Highly organized and strong time management skills
Must be able to work in a fast-paced, often high-pressure environment, with proven ability to maintain composure
Be able to demonstrate good communication and interpersonal skills
Be detail-oriented with focus on accuracy
Ability to read and interpret documents
Regular, consistent and punctual attendance
May be exposed to constant activity that requires intermittent standing, bending, crouching, pushing/pulling, lifting/moving/carrying (up to 25lbs of package or breakroom supplies)
This contracting position offers an hourly pay rate between $25/hour and $28/hour, and your actual base pay will depend on your skills, qualifications, experience, and location.
#LI-Onsite
Ultima Genomics is proud to be an equal opportunity workplace and is an affirmative action employer. We provide equal employment opportunity for all applicants and employees. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, citizenship, age, physical or mental disability, military or veteran status, marital status, domestic partner status, sexual orientation, genetic information, or any other basis protected by applicable laws. See also Ultima Genomics’ EEO Policy and Know Your Rights. If you have a disability or special need that requires accommodation, please let us know by contacting recruiting@ultimagen.com.

Source: Ultima Genomics careers (Greenhouse)