Office Assistant (Temporary to Permanent)

About INOVIO

INOVIO is a biotechnology company focused on developing and commercializing DNA medicines to help treat and protect people from HPV-related diseases, cancer, and infectious diseases. INOVIO's technology optimizes the design and delivery of innovative DNA medicines that teach the body to manufacture its own disease-fighting tools. For more information, visit www.inovio.com.

Job summary

The Office Assistant plays a key role in supporting daily administrative and operational functions to ensure the smooth and efficient running of the organization. Serving as the building's receptionist and company ambassador, this individual is the first point of contact for visitors, vendors, and job candidates-providing a welcoming and professional experience while assisting with inquiries and directing guests appropriately.

Essential job functions and duties

• Maintain cleanliness and organization in shared spaces, including break rooms, meeting rooms, and copier areas. Ensure supplies such as snacks, coffee, and beverages are stocked.
• Support various departmental administrative needs (up to 30% of time), including coordinating and scheduling candidate interviews with hiring teams in partnership with HR
• Assist with planning and execution of corporate events and meetings, including placing orders with caterers and vendors
• Manage and update calendars for meeting rooms, facilities, and other shared resources
• Serve as a point of contact for visitors, employees, and vendors; provide information and explain company policies as needed
• Greet and direct vendors and visitors, determine the nature of their visit, and escort them to appropriate destinations
• Answer incoming calls and provide information or direct callers to appropriate departments or services
• Monitor and maintain inventory of general office supplies; coordinate monthly building supply orders
• Operate standard office equipment including photocopiers, scanners and personal computers
• Handle incoming and outgoing mail and deliveries (USPS, FedEx, etc.); sort and route accordingly
• Maintain building security by following established procedures and monitoring visitor logbook
• Provide support to building staff as needed
• Travel between offices to Replenish Flintkote building supplies (including snacks, beverages, and office items) on a weekly basis
• Perform other duties as assigned

Minimum requirements

• High school diploma or equivalent required; associate degree preferred
• Strong coordination and organizational skills
• Critical thinking ability and sound judgement
• Service-oriented mindset with a proactive approach to helping others
• Proficiency in Microsoft Office Suite, especially Outlook and calendar management
• Familiarity with standard office equipment (telephone & photocopiers)
• Understanding of administrative and clerical procedures
• Knowledge of customer service principles and practices for supporting employees, guests, vendors, and the general public
• Courteous, professional demeanor with a customer-focused attitude
• Ability to perform under pressure and meet deadlines reliably
• Strong organizational skills and dependability
• Ability to lift up to 20 lbs.
• Previous experience with inventory management
• Effective written and verbal communication skills
• Knowledge of the structure and content of the English language, including spelling, rules of composition and grammar.

Disclaimer

INOVIO Pharmaceuticals, Inc. is an Equal Employment Opportunity Employer, including but not limited to veterans and individuals with disabilities. We prohibit discrimination of any kind. In keeping with our policy, we recruit, hire, train, and promote the most qualified individuals for all job titles, and we provide equal opportunities to all employees and applicants for employment.

A current US work authorization is required. The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. INOVIO offers an attractive benefits package and is an equal opportunity employer.

Important notice to employment businesses/agencies

INOVIO does not accept referrals from employment agencies unless written authorization from the INOVIO Human Resources department has been provided. In the absence of written authorization, any actions undertaken by employment agencies shall be deemed to have been performed without our consent and therefore INOVIO will not be liable for any fees arising from employment agency referrals in respect to current or future position vacancies at INOVIO.