Administrative Coordinator III

4 weeks ago


Los Angeles, United States BioPhase Solutions Full time
Job DescriptionJob DescriptionBioPhase Solutions specializes in recruiting top talented professionals for Southern California's Scientific community. We are currently looking for an Administrative Coordinator III to work for a leading Greater Los Angeles area biotechnology company.
Pay Rate: $25-35/hour depending on experience.Responsibilities:
  • Understand the goals and objectives of the entire department to effectively manage the workload and independently resolve conflicts related to meeting multiple timelines
  • Actively maintain the Executive Directors’ daily calendars to anticipate scheduling issues, manage changes and resolve challenges
  • Support teams in scheduling governance meetings as well as key leadership and external joint meetings
  • Capture, collect, record, track and verify complex data and information from multiple sources
  • Manage workload involving multiple projects and timelines
  • Track and reconcile department wide budgets
  • Create graphs, charts, spreadsheets, presentations, and drafts documents using Microsoft Excel, Word, and PowerPoint at an advanced level
  • Schedule all staff meetings and team meetings and work with the Executive Directors and other leadership team members to prepare agendas
  • Assist in the orientation of new department staff
  • Prepare, format, and distribute memos, letters, reports, agendas, and PowerPoint presentations
  • Create and maintain organizational charts
  • Plan and submit travel instructions to travel agency, complete travel agendas including lodging, ground transportation, meetings, etc.
  • Track expenses and file expense reports on behalf of executives and senior directors
  • Manage event planning, negotiate vendor contacts, and collaborate with external agencies or organizations to coordinate activities
  • Support maintenance of MyTeams and SharePoint team sites as well as use of contract archives.
  • Submit invoices and ensure payment as needed
  • Ensure that all work is completed with a high level of attention to detail and accuracy
  • Other duties as assigned
Requirements:
  • Bachelor’s Degree with 3+years of experience, Associates Degree with 4+ years of experience, or High School Degree with 6+ years of administrative experience
  • Advanced Microsoft Office skills (Outlook, Word, PowerPoint, Excel, SharePoint, MyTeams)
  • Ability to keep the big picture in mind and influence workflows accordingly
  • Ability to be flexible, proactive, highly organized, and self-directed
  • Ability to work well in teams
  • Demonstrated knowledge and understanding of administrative and office policies and procedures
  • Exceptional professionalism to discretely manage confidential material, including confidential financial information as well as executive management interactions
  • Superb proofreading and editing skills of documents
Please send resumes to tiffany@biophaseinc.com and visit our website at www.biophaseinc.com for additional job opportunities

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