Administrative Coordinator

Vylor Inc.; Des Moines (IA); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

4 weeks PTO

Well-being pay

Paid holidays

Parental leave

Retirement plan

Tuition reimbursement

Job summary

Vylor Inc. in Des Moines, IA seeks a senior Administrative Assistant to support Seed Product Development leaders across US and international locations.

You will manage calendars, coordinate complex meetings, organize documents, and handle confidential information with discretion. You’ll work in a fast-paced environment, plan travel, assist with budgeting, onboarding, and reporting, and help maintain SOPs, SharePoint resources, and project schedules.

Qualifications

• Associate degree in business admin or related field; or a two-year diploma; five years supporting a mid-to senior level leader.
• Proficiency with Microsoft Office and SharePoint; strong written and verbal communication.
• Ability to manage confidential information and handle multiple priorities with tact.

Responsibilities

• Manage calendars and meeting schedules, prioritizing requests.
• Coordinate on-site and off-site meetings, agendas, minutes and actions.
• Prepare reports, presentations, and communications for leadership.
• Plan domestic and international travel; manage visas and passports.
• Assist with budgeting, expenses, and accounts payable oversight.
• Support onboarding, interviews and vendor coordination.
• Maintain SOPs, file sharing, and project timelines.

Skills

Calendar management

Meeting coordination

Travel planning

Expense reporting

Interviews scheduling

Confidential information handling

Microsoft Office

SharePoint

Project coordination

Education

Associate’s degree in business administration

Two-year diploma/degree or equivalent

Tools

Microsoft Office Suite

SharePoint

Job description

Join Vylor—Powering the Future of AgricultureAt Vylor, we’re advancing agriculture through breakthrough science—combining elite germplasm, cutting-edge biotech, and next-generation expertise in gene editing and molecular breeding. Our portfolio includes trusted industry brands like Pioneer, Brevant, and Hoegemeyer, delivering performance farmers rely on.Join us to help scale innovation globally and shape what’s next in crop science.This role will perform complex administrative duties with minimal supervision and support a diverse group of Seed Product Development leaders and managers, along with their teams, within several U.S. and international locations. The incumbent will work in a fast-paced, ever-changing environment where organization, resourcefulness and flexibility are of the utmost importance. The ability to think proactively, manage confidential information, perform well under pressure and adapt to changing priorities is critical.***Please note: there is no visa sponsorship or relocation assistance provided for this role.What You'll Do:Manage complicated and ever-changing calendars and meeting schedules. Responsible for independently managing, prioritizing and resolving meeting requests.Determine the urgency and importance of the requests by reviewing and collecting additional information, as necessary.Arrange intricate meetings, which may be held on-site or off-site. The meeting complexity can range from large to small group departmental meetings, town halls, poster sessions/project reviews and may include coordination for external participants. May manage the meeting agenda, calendar, venue/conference room, organize meeting documents, coordinate tele/web conferencing, catering, etc. May provide input, take minutes, manage action items, distribute information and maintain file shares on network server.Coordinates, prepares and delivers key messages related to business operations on behalf of the leader. Initiates contacts to furnish or obtain information necessary to complete responsibilities, answer questions or to explain highly complex or confidential information.Plans, coordinates and leads business initiatives or special projects which require the research and analysis of information. Conduct analysis of data, business issues or problems. Exercises judgment in making appropriate conclusions and recommendations. Interprets and organizes data in the preparation of reports, spreadsheets or presentations. Keeps project team members apprised of developments or issues and recommends action for resolution. Summarizes results of project team meeting and adjusts work schedules as needed to meet established milestones. Ensures the resulting work products are accurate and professional.Coordinates the review of records for operating budgets, applying advanced financial analysis to assess current projections against prior year activity and identify gaps or discrepancies in submissions. Oversee capital management processes, including the strategic review and reconciliation of purchasing orders and accounts payables.Detailed travel management of both domestic and international travel. Ability to handle frequent last-minute changes and anticipate problems that could arise. Coordinate passport and visa requirements. Includes the responsibility of understanding the Business Travel and Expense Policy and completing monthly travel management systems reporting.Partner with research leaders and hiring managers for scheduling interviews, travel arrangements, expense reporting for candidates and onboarding for new hires. New hires include regular personnel or contractors.High degree of business knowledge in company policies, company guidelines, records retention compliance and R&D administrative SOP and job aids.Build and support the Global Seed Product Development team by attending and facilitating administrative meetings and training sessions.Monitor supplies and inventory and order, as needed.What Skills You Need:Associate’s degree in business administrative or related field; or a two-year technical diploma/degree or equivalent preferred. In lieu of formal education, experience equivalent to five years supporting a mid-to senior level leader and team is required.At least five years of related administrative work experienceHigh degree of proficiency in applying technical expertise with computer hardware and softwareExtensive experience with Microsoft Office Suite, SharePoint experience preferredPositive attitude with an open-minded approach to learningAbility to be resourceful in acquiring needed information or knowledge about new or unfamiliar situationsDemonstrate high degrees of business knowledge, tact and integrityDemonstrate high degree of networking skillsDemonstrated high degree of problem-solving and analytical skillsRelates effectively with diverse individuals and has credibility across business groupsProactive approach in planning for various needs and requirements of work group, including an awareness of the responsibilities of group membersAbility to operate standard office equipmentAbility to operate independently and take the initiative in accomplishing job responsibilitiesStrong oral and written communication skillsDemonstrated project management skillsAbility to manage multiple tasks and competing priorities, reprioritizing as needs changeAbility to work effectively as part of a teamAbility to maintain and protect confidential informationAttention to detailBenefits – How We’ll Support You:Numerous development opportunities offered to build your skillsBe part of a company with a higher purpose and contribute to making the world a better placeHealth benefits for you and your family on your first day of employmentFour weeks of paid time off and two weeks of well-being pay per year, plus paid holidaysExcellent parental leave which includes a minimum of 16 weeks for mother and fatherFuture planning with our competitive retirement savings plan and tuition reimbursement programLearn more about our total rewards package here - Vylor BenefitsCheck out life at Vylor! https://www.linkedin.com/company/vylorgenetics/Are you a good match? Apply today! We seek applicants from all backgrounds to ensure we get the best, most creative talent on our team.Vylor is an equal opportunity employer. We are committed to embracing our differences to enrich lives, advance innovation, and boost company performance. Qualified applicants will be considered without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, military or veteran status, pregnancy related conditions (including pregnancy, childbirth, or related medical conditions), disability or any other protected status in accordance with federal, state, or local laws.