Administrative Coordinator

Job Title: Administrative CoordinatorLocation: Santa Monica, CADuration: 06+ MonthsDescription: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 include managing a wide range of support functions in a fast paced, growing environment. The ideal candidate will be flexible, proactive, a critical thinker and resourceful with a high level of professionalism and confidentiality is crucial to this role.Responsibilities (include but limited to):• 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 assignedo Compile reportso Manage Org chartso Assist in budget cycleso Assist with SharePointRequirements:• Bachelor's degree (or equivalent experience)• 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

Created: 2025-10-02