Temp - Administrative Associate - Xeris Pharmaceuticals, Inc.

The Administrative Associate is responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency in Xeris’ Chicago office. As an ambassador for the company, this role manages the reception responsibilities and manages conference room scheduling and meeting readiness, ensures office facilities are supporting a comfortable and safe working environment, and performs all other administrative duties and ad-hoc projects as needed.  The Administrative Associate will also assist the Human Resources team with various duties related to Talent Acquisition, Onboarding, and Employee Engagement/Development.   

• Manage receptionist responsibilities which requires the incumbent to be in in the office daily to answer telephones, greet and welcome guests
• Be the subject matter expert on building safety and security to include evacuation procedures, on-site safety, health-related emergencies, and emergency contacts. Serve as a resource for Xeris employees on emergency procedures
• Manage all incoming and outgoing mail
• Assist with shipping needs of all departments, oversee mail room operations, and manage the company’s FedEx account to include updating employee data in the system for all new hires and separations. Provide new hires with accurate and timely information regarding appropriate utilization of the FedEx system
• Ensure meeting room readiness by coordinating and overseeing conference room availability/scheduling, assist Xeris colleagues with catering orders and deliveries, and other meeting logistics as needed
• Work with hotels and other outside properties to facilitate meeting planning and logistics (meeting space, food, and beverage)
• Be the liaison between Xeris employees and building maintenance by coordinating service requests, and following up to ensure resolution of the facilities matter
• Maintain in office social calendar and events, inclusive of setting up and taking down
• Build report with key building contacts to include maintenance, engineering, and security to facilitate open communication and ensure organization readiness in the event of an emergency and/or other facility-related issue
• Create, edit, and proofread company documents in Microsoft Word, Power Point and/or Excel as requested
• Support communication between Xeris commuters and building management regarding the daily shuttle service to include to include feedback regarding service disruption, and schedule changes/delays
• Talent Acquisition:
• Onboarding:
• Assist HR with employee engagement initiatives such as birthday/anniversary events, employee gifts, and lunch & learn programs
• Work closely with Facilities Coordinator regarding office supply inventory, ordering, stocking, and other duties related to maintaining a professional work environment
• Perform all other admin duties and ad hoc projects as required

• Bachelor’s degree or equivalent experience
• 1-3 years of experience in a professional, fast paced environment
• Maintain a high level of confidentiality
• Manage multiple and sometimes conflicting priorities in a fast-paced and demanding environment
• Proven record of excellent internal and external customer service
• Highly proficient Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)
• Competencies:  Teamwork & Collaboration, Attention to Detail, Organizational skills, Interpersonal skills, Problem Solving, Professionalism, Written and Verbal Communications.

Working Conditions

 Position may require evening and weekend work, as necessary to fulfill obligations.

Position requires five days per week in office attendance at Xeris’ Chicago location.

NOTE:  This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

As an equal employment opportunity and affirmative action employer, Xeris Pharmaceuticals, Inc. does not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetics or any other characteristic protected by law.  It is our intention that all qualified applications are given equal opportunity and that selection decisions be based on job-related factors.