Administrative Assistant

Position Title: Research Operations CoordinatorWork Location: Ridgefield, CT 06877Assignment Duration: 12 MonthsWork Arrangement: Onsite

Please read the following job description thoroughly to ensure you are the right fit for this role before applying.
Position Summary:The Research Operations Coordinator provides practical administrative and project-coordination support to the Discovery Research Coordination (DRC) team in Ridgefield.Responsibilities include but are not limited to administration and tracking of purchase orders, invoice processing, event support management, vendor onboarding, communications and travel management for the team.
Background & Context:This role will also assist in special projects as they arise, administering certain processes and procedures including the update of relevant databases and keeping visibility on tactical actions that are assigned as part of Research Coordination Team Meetings.
Key Responsibilities:Purchasing and financial administration: Create and amend purchase orders in WeBuy/SAP; manage goods receipts for services, subscriptions, and operating expenses; follow up on invoice statusProject coordination: Collect weekly action items from the DRC team, follow up with owners, and help keep tactical deliverables and deadlines on trackProject administration: Administer process for specifically assigned process, collecting information, addressing or escalating issues as needed and updating relevant databasesEvent and workshop support: Manage room reservations, coordinate audiovisual and catering support with suppliers, submit service audio forms, communicate with attendees, and manage related logisticsCommunications: Create and distribute save-the-date calendar invitations, develop and send Microsoft Forms for feedback, and submit digital-signage requests through the PADS systemVendor / external party coordination: Request quotes, support vendor communications, and coordinate new-vendor onboarding activities, including CDA/NDA preparation, Cloud Vendor Risk Assessments, and Sourcing onboardingEquipment marketplace administration: Monitor the Lab Equipment Marketplace, maintain transfer lists, and follow up with the appropriate team contact as neededExternal support coordination: Field routine questions from external parties and connect them with Lectrona support when appropriate.Travel support: Assist the DRC department with travel-booking activities
Qualification & Experience:Strong organizational skills and attention to detailAbility to manage multiple routine requests, follow up consistently, and communicate status clearlyProfessional written and verbal communication skills for working with internal teams, vendors, and external partiesComfort learning and using business systems such as WeBuy/SAP, Microsoft Outlook, Microsoft Forms, PADS, and other related internal toolsAbility to follow established procedures and handle administrative information responsiblySelf-directed, service-oriented working style with sound judgment about when to escalate questionsAbility to quickly learn and become proficient with new databases, systems and software toolsPrior experience in administrative coordination, project support, procurement support, event logistics, or research operations is preferredBachelors degree
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