Administrative Assistant

Are you ready fora new beginning?

We need your talent, knowledge and dedication to better our world with biology.

Our purpose points the way

In Novonesis, we know that solutions rooted in biology can help solve humanity's biggest challenges. Since we began more than a century ago, this has been our guide. It's how we've gotten so far. And it's how we'll impact the future. Now, more than ever, the world needs change. And with biosolutions, the possibilities for transformation are endless.

We're here to better our world with biology.

Join us as our newest Administrative Assistant!

This position works under general supervision and is primarily responsible for organizing files, preparing reports and documents, managing calendars, travel arrangements and front desk responsibilities when needed. Also, assist in internal and external customers, assisting with mailroom operations.

• Serving as the first point of contact by professionally managing the multi-line phone system, greeting employees and visitors, monitoring the security gate, and ensuring a welcoming and secure environment.

• Supporting Human Resources and other departments with a broad range of administrative duties, special projects, and day-to-day operational needs.

• Managing mailroom operations, including sorting incoming mail, processing outgoing mail, maintaining postage levels, and coordinating service for printers and mailroom equipment.

• Administering employee, contractor, and visitor access, including badge systems, guest Wi-Fi, and maintaining a high standard of customer service and security.

• Coordinating logistics for meetings, travel, catering, corporate events, and internal/external gatherings.

• Maintaining employee records and communications materials, including employee photographs, the internal phone directory, and weekly PowerPoint presentations for company announcements.

• Managing office supplies and branded materials, including ordering and maintaining logo apparel, snacks, fruit, coffee, and related inventory.

• Preparing and submitting invoices and expense reports, assisting with accounting needs, and coordinating facility maintenance requests through Tabware.

• Supporting employee engagement initiatives by assisting with programs such as employee probiotics, celebrations, and bereavement requests.

To succeed you must hold:

• Proficiency in reading, writing, and speaking English, with the ability to communicate effectively with internal and external stakeholders.

• Strong organizational and multitasking skills, with the ability to manage competing priorities in a fast-paced environment.

• Working knowledge of Microsoft Office applications, including Word, Excel, and PowerPoint.

• Familiarity with multi-line phone systems and mailroom equipment (preferred).

• A high school diploma or GED, with at least six months of related experience preferred.

Location: Madison, Wisconsin (On-site)

Application deadline: January 29, 2026

Expected pay range: $19-$23/hour

Benefits you will enjoy:

• 401(k) with up to a 9% company contribution

• Minimum of 3 weeks of vacation plus 12 holidays and 2 weeks of Wellness Time

• Health, Dental, Vision & Life insurance

• Healthcare savings account option with generous employer contribution

• Employee assistance program

• Parental leave

• Tuition reimbursement

Could our purpose be yours? Then apply today!

At Novonesis we commit to an inclusive recruitment process and equality of opportunity for all our job applicants. We recommend you not to attach a cover letter to your application. Instead, please include a few sentences in your resume/CV about why you are applying. To ensure a fair recruitment process, please refrain from adding a photo in your resume/CV.

Novonesis is dedicated to fostering a unique community by embracing and respecting differences. We make all employment decisions based on business needs, ensuring that every individual can thrive, regardless of identity or background such as ethnicity, religion, gender, sexual orientation, age, disability, or veteran status.

Want to learn more?
Learn more about Novonesis, our purpose, and your career opportunities at novonesis.com

Not the right fit for you?
Even if this job isn't the right fit for you, perhaps you know someone who might find it interesting. If so, please feel free to share the job link and encourage them to apply. Thank you for your referral! Please check out our other open positions. The right fit for you could just be a few clicks away.

Stay alert: Avoid recruitment scams
At Novonesis, we are committed to maintaining a safe and transparent recruitment process. Please be aware of potential scams targeting job seekers and take note of the following:

• Novonesis will never ask for sensitive personal information, such as bank account details, Social Security numbers, or passwords, at any stage of the hiring process.
• Novonesis does not make employment offers without conducting interviews with candidates.

If you receive suspicious communication claiming to be from Novonesis, please do not share any personal or financial information. We encourage you to verify the legitimacy of the message by contacting us directly through our official channels.