Administrative Assistant

A career at Resilience is more than just a job - it’s an opportunity to change the future.

Resilience is a technology-focused biomanufacturing company that’s changing the way medicine is made. We’re building a sustainable network of high-tech, end-to-end manufacturing solutions to better withstand disruptive events, serve scientific discovery, and reach those in need.

For more information, please visit www.resilience.com

Provides day-to-day administrative and clerical support to the Executive Director/GM, site leadership, the Process Execution Team (PET), and other site support functions at the Blue Ash site, working under the direction of the Site Leader. Serves as the site's point of coordination for scheduling, internal communications, visitor and audit support, and office operations, and collects, enters, and collates functional data to produce summary reports. Manages these areas within established processes, drawing on site staff and other functions to balance multiple priorities, and confers with the Site Leader to confirm recommendations on non-routine matters. The role calls for accuracy, reliability, discretion, and a service-oriented approach with employees, executives, auditors, and guests.

Job Responsibilities

Meeting, Event & Visitor Coordination:

• Schedule meetings and arrange travel for the site leader and maintain site meeting-room and staff-event calendars, including bookings for client visits, audits, inspections, and standing leadership meetings; resolve booking conflicts and escalate competing priorities to the Site Leader.
• Coordinate the weekly senior leadership team meeting and quarterly all-hands meetings, including preparing agendas, room set-up, and audio-visual and presentation support for in-person and remote attendees.
• Coordinate logistics for corporate visits, audits, and site events, including visitor pre-registration, parking, agenda preparation, catering, and ground transportation.

Internal Communications, Data & Reporting:

• Draft and distribute all-staff emails and the quarterly site newsletter, confirming content with the Site Leader before release.
• Update digital-display presentations and maintain the employee communication board with current notices, event photos, and monthly features.
• Manage communications for site leadership and functions, coordinating input from multiple stakeholders.
• Collect, enter, and collate production and facility operations data in site systems to track and trend equipment, team member, and facility performance.
• Gather KPI information and draft summary reports and visual controls (charts and graphs) that clearly communicate functional data.
• Monitor budget and expense activity and prepare reports and charts for area management to evaluate the area’s financial performance.

Office Administration & Facilities Support:

• Research, collect, and organize information from multiple sources to create and edit presentations, documents, and spreadsheets for site leadership and departments as requested.
• Order and issue office and production-related supplies, monitor stock levels, and maintain purchasing records.
• Hold and maintain master and cabinet keys for executive offices, boardrooms, and storage areas.
• Maintain the site lost-and-found log, arrange flag displays on scheduled dates, and place approved orders for business cards, printing, and event materials.
• Own assigned site administrative projects and processes, and participate in specific site initiatives as needed.

Mail, Records, Training & Onboarding:

• Process incoming and outgoing mail, courier packages, and shipments, notifying recipients and arranging local, domestic, and international pickups.
• Compile monthly expense reports and vendor invoices for approval and maintain related records.
• Coordinate new-hire onboarding sessions and prepare onboarding materials.
• Coordinate training scheduling and documentation for the PET and site functions, including scheduling training sessions and entering training data.

Experience & Education

Minimum Qualifications

• Prior administrative, reception, or office support experience, including scheduling and meeting or event support.
• Proficiency with standard office productivity tools (email, calendaring, documents, spreadsheets, and presentations) and willingness to learn new tools, including AI productivity tools.
• Basic experience with expense reporting and invoice processing.
• Working knowledge of site infrastructure and job-specific administrative processes.
• Reliable, consistent on-site presence.

Preferred Requirements:

• Post-secondary education in business or office administration, or an equivalent combination of education and experience.
• Two or more years of administrative, reception, or office support experience.
• Working knowledge of Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• Experience with Workday, Coupa, and Concur.
• Familiarity with visitor-management, human-resources, or document-management systems.
• Prior office support experience in a life sciences, biotech, or similarly regulated industry.
• Project management skills.
• Knowledge of Change Control and SOP systems.
• Experience presenting information for discussion and preparing instructions for coworkers to follow.
• Experience developing and communicating new processes.

Skills & Competencies

• Organizational skills, with the ability to track multiple tasks and meet deadlines.
• Clear, professional written and verbal communication.
• Discretion with confidential information and accuracy in scheduling, documentation, and records.
• Service orientation and diplomacy with employees, executives, auditors, and external guests.
• Sound judgment in handling day-to-day matters within own area, conferring with the Site Leader to confirm recommendations on non-routine issues.
• Collaborative approach, including support for cross-functional teams and social committee activities.

Physical & Work Environment Requirements

• This position may also include the following:
• Professional office environment with prolonged periods of computer and phone use.
• On-site role based at the site during standard business hours, with occasional flexibility for early or late meetings, audits, and client visits.
• Regular movement throughout the facility and occasional standing, bending, and lifting or carrying materials up to 9 kg (20 lb).
• Work volume fluctuates with the audit, client-visit, and event calendar.

Work Schedule

[Monday-Friday, 8:30am-5:00pm; 40 hours per week]

The work schedule listed reflects the employee’s expected schedule at the time of hire. The Company reserves the right to modify work schedules at any time, with or without notice, based on business needs, operational requirements, or other considerations. Nothing in this description creates a guarantee of specific hours, days, or shift assignments.

Sponsorship or support for work authorization, including visas, is not available for this position.

Resilience is an Equal Employment Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, disability status, physical or mental disability, genetic information, or characteristic, or other non-job-related characteristics or other prohibited grounds specified in applicable federal, state, and local laws. Requests for reasonable accommodation can be made at any stage of the recruitment process.

Resilience offers employees a robust total rewards program including an annual cash bonus program, a 401(k) plan with a generous company match and our benefits package which is thoughtfully designed to support our employees with great healthcare (including medical, dental and vision), family building benefits, life and disability insurance, paid vacation, paid holidays, other paid leaves of absence, tuition reimbursement and support for caregiving needs. Our target base pay hiring range for this position is $21.50 - $36.00 per hour. Actual base pay is dependent upon a number of factors, including but not limited to, the candidate’s geographical location, relevant experience, qualifications, skills and knowledge. Excited about Resilience? We encourage you to apply and start a conversation with one of our recruiters.