Administrative Coordinator - 25-03069

LeadStack Inc.; Santa Monica (CA); On-site; USD 41,328 - 48,216; Full time

Job summary

A leading pharmaceutical firm is seeking an experienced Administrative Coordinator to support the Vice President of Process Development in Santa Monica. Candidates should have over 5 years in an administrative role, ideally within a pharmaceutical environment, and be skilled in MS Office. This contract position pays $30/hr to $35/hr and requires strong organizational and communication abilities.

Qualifications

• 5+ years of experience in an administrative role supporting a VP or Executive Director.
• Experience in a pharmaceutical or biotech environment is ideal.
• Ability to manage multiple time demands effectively.

Responsibilities

• Manage schedules and coordinate travel for the VP.
• Prepare materials and manage meeting logistics.
• Process expense reports and support HR with interviews.

Skills

Attention to detail

Organizational skills

Written communication

Verbal communication

MS Office proficiency

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Concur

Job description

Senior Pharma Recruiter (Medical Devices| Pharma | Life Sciences | Clinical | IT | Non -IT)

Job title: Administrative Coordinator

Location: Santa Monica, CA

Duration: 6 months

Pay: $30/hr to $35/hr W2

Base pay range

$30.00/hr - $35.00/hr

Description:

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

• 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

• 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.

Seniority level

Associate

Employment type

Contract

Job function

Administrative, Management, and General Business

Industries

Biotechnology Research, Pharmaceutical Manufacturing, Hospitals and Health Care