Administrative Coordinator

Description

Administrative Coordinator

• We are seeking a highly motivated individual to join us as an Administrative Coordinator to support the Vice President of our Process Development team.
• Responsibilities include managing a wide range of support functions in a fast paced, growing environment.
• The ideal candidate will be flexible, proactive, a critical thinker and resourceful with a high level of professionalism and confidentiality is crucial to this role.

Responsibilities (include but limited to):

• Manage schedules and coordinate travel and logistics
• Prepare materials and presentations for meetings and set up rooms as needed
• Responsible for processing and completing expense reports
• Answer and triage phone calls for intake team as needed, assist in managing email accounts
• Provide general administrative support, including providing copies, maintaining files and updating shared files on the server
• Assist HR and hiring manager in coordinating interviews and greeting candidates
• Assist with planning department meetings and events including support for agendas and meeting minutes as necessary
• Provide support preparing various corporate documents utilizing MS Word, PowerPoint and Excel
• Manage multiple calendars within MS Outlook

 Other duties as assigned

• Compile reports
• Manage Org charts
• Assist in budget cycles
• Assist with SharePoint

Requirements:

• Bachelor’s degree (or equivalent experience)
• 5+ years’ experience in an administrative role supporting an Executive Director or VP level and above, ideally with previous experience within a pharmaceutical or biotech environment
• Experience working in a team environment with other administrative assistants
• Exceptional attention-to-detail with the ability to meet aggressive deadlines
• Skilled in organizing and prioritizing competing time demands
• Excellent written and verbal communication skills with ability to effectively communicate and partner with all levels of the organization
• Expertise working in MS Office (Word, Excel, PowerPoint) and managing multiple calendars within MS Outlook
• Experience with Concur preferred
• Ability to adapt in a constantly evolving environment
• Self-motivated with a strong sense of ownership in areas of responsibility
• Understanding of the importance of confidentiality and discretion
• Ability for occasional travel between local sites in El Segundo and Santa Monica