Administrative Assistant

Job#: 1367484

Job Description:

Role: Administrative Assistant

Location: Gaithersburg (on-site, full-time)

Summary: Apex Systems is looking for an immediate administrative assistant for our life sciences client. The Administrative Assistant is a member of the administrative team, responsible for office management, assisting with daily office needs, and managing our company’s general administrative activities.


  • Provide administrative support to ensure the efficient operation of the office
  • Answer phone calls
  • Schedule group meetings
  • Manage reception area, and visitors
  • Provides clerical support to Human Resources
  • Follow Onboarding/Offboarding procedures
  • Develop and maintain a filing system for records and documentation, including vendor contracts
  • IT Inventory Management
  • Maintain company internal web pages for the company including SharePoint and ADP home page
  • Manage third-party contractors and providers for office management including cleaning service, flower maintenance, etc.
  • Maintain SAP Concur T&E account, and submit all claims through the portal
  • Update and maintain office policies and procedures as needed
  • Maintain contact lists (as needed) and employee directory
  • Provide administrative support to the CEO and Leadership Team as needed
  • Maintain supplies inventory for office, kitchen, and shared spaces including conference rooms by checking stock to determine inventory level, anticipating needed supplies, and placing orders for supplies
  • Manage conference rooms and shared spaces and resources in the office area
  • Organize company events and outings.
  • Maintain data in CRM (salesforce) and ERP system, such as contact data, order and delivery status
  • Execute direct mail marketing campaigns using CRM
  • Trade show and event coordination (completing registration, shipping materials, etc.)
  • Maintain and manage stock of marketing collateral
  • Conduct delivery follow-up phone calls/email as part of Customer service.


  • 5+ years of Administrative and support experience in industry
  • Excellent time management skills and the ability to prioritize work
  • Strong organizational skills with the ability to multi-task
  • Excellent verbal and written communication skills
  • Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact and professionalism.
  • Excellent organizational skills and attention to detail
  • Proficient with Microsoft Office Suite including data upkeep on excel.
  • Physical Requirements:
  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

Additional Qualifications:

  • Associates Degree or equivalent in Business Administration or a related field
  • Proactive and create a positive experience for others
  • Comfortable with routinely shifting demands.
  • Decent technical ability to utilize various marketing and social media platforms
  • Eligible to work in US.

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [email protected] or 844-463-6178.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.

Employee Type:

Gaithersburg, MD, US

Job Type:
Engineering and Technicians

Date Posted:
August 21, 2023