Executive Assistant & Admin Coord (Life Sciences) – 2026

BioPhase Inc.; San Diego (CA); On-site; USD 37,000 - 48,000; Part time

Job summary

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

Qualifications

• 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.

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.

Skills

Calendar management

Travel coordination

Expense reporting

Executive support

Microsoft Office

Communication

Multitasking

Attention to detail

Biotech experience

Grant administration

Education

Associate degree or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

SAP Concur

Job description

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