Description:
We're looking for someone who thrives on being the person who makes things run, from coordinating contracts to the coffee in the kitchen. This is a role built on trust, and it comes with real ownership.
The Administrative Assistant ensures the smooth day-to-day operation of the office and helps create a welcoming, well-run workplace experience for employees and visitors. This role manages office supplies and logistics, serves as a primary point of contact for office vendors, supports company records and contract administration, provides administrative support to leadership, and supports events and workplace experience. This is an in-office role in Rochester, NY, Tuesday–Thursday, with occasional flexibility to support events or business needs.
Essential Functions
Records & Contract Management
- Manage company records, including coordination with Iron Mountain, document scanning, and secure document destruction.
- Support long-term records projects, including ongoing scanning initiatives.
- Coordinate consultant and contractor agreements, including drafting support, routing for signatures, and maintaining documentation.
- Route, record, file, and track expiration dates for Non-Disclosure Agreements (NDAs).
- Monitor system access levels in coordination with NDA status and confidentiality requirements.
Office Operations
- Purchase and manage office supplies, including coffee and general workplace materials.
- Monitor inventory and proactively restock as needed.
- Check, sort, and distribute incoming mail.
- Serve as the primary point of contact for office projects.
- Act as the primary liaison with the landlord for office-related concerns.
- Coordinate and track vendor contracts, including renewal and expiration dates
Administrative & Corporate Governance Support
- Support the VP of Finance with administrative tasks, including documenting Board of Directors and shareholder meeting minutes and tracking related communications and responses.
- Prepare and process stock option paperwork.
- Support the CEO with administrative tasks as requested.
- Assist with accounts receivable follow-up, including invoice tracking and follow-up communications.
Events & Workplace Experience
- Plan and support in-office events, meetings, and remote and in-person employee gatherings.
- Set up and break down spaces as needed, including yoga and wellness sessions.
- Ensure shared spaces are organized, functional, and ready for use.
Travel & Logistics
- Coordinate and book business travel arrangements for staff, including flights and hotel accommodations, ensuring accuracy, timeliness, and alignment with company travel guidelines.
- Serve as a point of contact for employee travel needs, managing itineraries, confirmations, and changes as needed to support a smooth travel experience.
- Other duties as assigned.
Schedule & Location
- In-office Tuesday through Thursday.
- Occasional flexibility may be needed to support events or business needs.
The salary range for the Administrative Assistant position is $20.00 to $25.00 per hour. VisualDx is committed to pay transparency.? Actual salary will be determined by work experience and educational background.
Requirements:
Essential Qualifications
- Experience in office administration, workplace coordination, or a similar role.
- Strong organizational skills and attention to detail.
- Clear, professional communication skills.
- Comfortable managing multiple priorities independently.
- Service-oriented mindset with a focus on employee experience.
- Ability to maintain confidentiality when handling sensitive corporate, financial, legal, and personnel information.
Preferred Qualifications
- Experience supporting executive leadership or corporate governance functions, such as board or shareholder meeting minutes.
- Familiarity with records management, contract administration, or compliance platforms (e.g., Iron Mountain).
Physical Requirements
- Regularly required to talk and hear.
- Frequently required to use hands and fingers and reach with hands and arms.
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 25 pounds at times.
