Administrative Coordinator

BioPhase; San Diego (CA); Presencial; USD 37.000 - 48.000; A tiempo parcial

Descripción de la vacante

BioPhase is seeking an experienced Administrative Coordinator / Executive Assistant to support a leading organization in the life sciences and research industry in San Diego. This is a short-term contract through December 2026 for a highly organized professional who thrives in a fast-paced, collaborative environment.

The ideal candidate will manage calendars, coordinate meetings, arrange travel, process expenses, and assist with various administrative projects and events, including grant-related

Formación

• Associate degree or equivalent combination of education and experience.
• Minimum of 4 years of professional administrative support experience, preferably supporting senior leadership or multiple departments.
• Strong calendar management, travel coordination, and expense reporting experience.
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and PowerPoint.
• Excellent organizational, communication, and multitasking skills.

Responsabilidades

• Provide high-level administrative support to leadership and department personnel.
• Manage calendars, coordinate meetings, and assist with scheduling across multiple teams.
• Arrange domestic and international travel, process expense reports, and reconcile credit card transactions.
• Coordinate meetings, seminars, conferences, and special events.
• Prepare, edit, and maintain presentations, reports, correspondence, and other documentation.
• Assist with tracking project timelines, deadlines, and departmental activities.
• Coordinate with internal departments, external partners, and vendors.
• Support grant-related administrative activities, including documentation, reporting, and tracking, as needed.
• Assist with general office operations, supply ordering, and other administrative tasks.

Conocimientos

Calendar management

Travel coordination

Expense reporting

Executive support

Microsoft Office

Communication

Multitasking

Attention to detail

Biotech experience

Grant administration

Educación

Associate degree or equivalent

Bachelor's degree preferred

Herramientas

Microsoft Office

SAP Concur

Descripción del empleo

Pay Rate: $26.72–$34.71/hour, depending on experience

Employment Type: Short-Term Contract (through December 2026)

Position Overview

BioPhase is seeking an experienced Administrative Coordinator / Executive Assistant to support a leading organization in the life sciences and research industry in San Diego. This is a short-term contract opportunity through the end of 2026, ideal for a highly organized administrative professional who thrives in a fast-paced, collaborative environment.

The ideal candidate will have experience supporting senior leadership, coordinating complex schedules, arranging travel, processing expenses, and assisting with various administrative projects and events.

Key Responsibilities

• Provide high-level administrative support to leadership and department personnel.
• Manage calendars, coordinate meetings, and assist with scheduling across multiple teams.
• Arrange domestic and international travel, process expense reports, and reconcile credit card transactions.
• Coordinate meetings, seminars, conferences, and special events.
• Prepare, edit, and maintain presentations, reports, correspondence, and other documentation.
• Assist with tracking project timelines, deadlines, and departmental activities.
• Coordinate with internal departments, external partners, and vendors.
• Support grant-related administrative activities, including documentation, reporting, and tracking, as needed.
• Assist with general office operations, supply ordering, and other administrative tasks.

Qualifications

• Associate degree or equivalent combination of education and experience; bachelor's degree preferred.
• Minimum of 4 years of professional administrative support experience, preferably supporting senior leadership or multiple departments.
• Strong calendar management, travel coordination, and expense reporting experience.
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and PowerPoint.
• Excellent organizational, communication, and multitasking skills.
• Strong attention to detail and ability to manage competing priorities independently.
• Experience in biotechnology, life sciences, healthcare, academia, or research environments is a plus.
• Experience with SAP Concur, grant administration, or research-related documentation is a plus.

Additional Information

• Short-term contract assignment anticipated to run through December 2026.
• Competitive hourly compensation based on qualifications and experience.