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    Administrative Coordinator III - Los Angeles, United States - BioPhase Solutions

    BioPhase Solutions
    BioPhase Solutions Los Angeles, United States

    5 days ago

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    Description

    Job Description

    Job 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 and visit our website at for additional job opportunities
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