The Fountain Group is hiring: Executive Administrative Assistant in Collegeville

Overview

We are a national staffing firm and are currently seeking a Executive Administrative Assistant for a prominent client of ours. This position is located in Collegeville, PA.

Job Title: Executive Assistant – Enterprise Support Services

Location: Collegeville, PA (Onsite)

Pay Rate: $25/hour

Contract: Through February 2026 (with potential to extend)

Summary

The Executive Assistant will provide high-touch onsite support to internal stakeholders and external vendors as part of an enterprise lab support program. This role combines traditional EA responsibilities with service coordination—managing schedules, vendor visits, record-keeping, and daily lab/office operations. The EA serves as a trusted point of contact for customers, vendors, and leadership, ensuring excellent communication and seamless execution of tasks.

Key Responsibilities

• Act as the first point of contact for customer and vendor inquiries, ensuring professional and timely responses.
• Manage calendars and schedules for service events, preventive maintenance, and compliance activities with staff, OEMs, and third-party providers.
• Coordinate logistics for vendor site visits, including escorting service engineers, confirming safety requirements, and collecting documentation.
• Maintain accurate records in SAP, Service Max, Veeva Vault, and/or customer systems; track purchase requisitions, service reports, and approvals.
• Support expense tracking, purchase requisitions, chargebacks, and reporting to ensure billing accuracy and compliance.
• Provide general administrative support to leadership, including calendar management, documentation, and meeting coordination.
• Partner with program leadership to ensure KPIs, SLAs, and customer satisfaction goals are consistently achieved.

Must-Haves

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a service coordination/customer support role.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) and Veeva Vault.
• Experience with ERP/CRM tools such as SAP, Service Max, or Maximo (preferred).
• Bachelor’s or Associate’s degree, or equivalent experience.
• Excellent organizational skills with strong attention to detail.
• Outstanding written and verbal communication skills; ability to work with executives, customers, and vendors at all levels.
• Ability to prioritize tasks, manage multiple deadlines, and work independently.

Nice-to-Haves

• Experience in pharma, life sciences, or regulated environments.
• Familiarity with GxP data review processes.

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