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Admin Coordinator

  • Thousand Oaks, CA

Location: Remote - Thousand Oaks, CA (PST preferred)

Employment Type: Contingent Worker (Contract, W2)

Contract Length: 5 months (possible extension)

Compensation: $21/$24 per hour (based on experience)

Summary of the Role

Join a big biopharma leader as a part-time Administrative Assistant supporting multiple executives and teams. This remote position requires flexibility to accommodate PST business hours and experience with complex calendar management, travel arrangements, and expense reporting. You’ll play a key role in facilitating executive operations, partnering cross-functionally, and delivering top-tier administrative support.

Key Responsibilities

  • Manage complex and multiple calendars, including scheduling global meetings
  • Coordinate domestic and international travel arrangements and process expenses via Concur
  • Independently organize and support onsite/offsite meetings and special administrative projects
  • Assist with onboarding/offboarding, technology setup, and workspace coordination
  • Prepare, format, and proofread correspondence, reports, and presentations
  • Take, transcribe, and distribute meeting minutes; assist with project tracking and status reporting
  • Support budget tracking, database management, and vendor coordination
  • Collaborate with cross-functional administrative teams to ensure alignment and communication
  • Demonstrate confidentiality, discernment, and professionalism in all interactions

Required Experience & Skills

  • Administrative support experience in a fast-paced office environment
  • Proficient with Concur, Workday, MS Outlook, Teams, Word, Excel, and PowerPoint
  • Experience supporting multiple stakeholders and managing shifting priorities
  • Strong organizational skills and attention to detail
  • Excellent communication and proactive problem-solving abilities
  • Ability to work independently and adapt to ambiguity

Preferred Qualifications

  • Prior experience at a big biopharma leader or comparable life sciences company
  • Demonstrated ability to track action items and prioritize for multiple executives
  • Experience with virtual and hybrid global teams

Top 3 Must Have Skills

1. Complex calendar management

2. Travel and expense coordination

3. Executive-level discernment, confidentiality, and professionalism

Day-to-Day Responsibilities

  • Manage complex calendars and meetings across time zones
  • Coordinate travel and expense processes
  • Prepare reports and presentations
  • Support department operations, onboarding, and vendor communications
  • Assist with project tracking, budget management, and confidential tasks

Basic Qualifications

  • Associate degree and 2 years of experience
  • 2 years in a technical school setting with hands-on experience
  • High school diploma / GED and 4 years of experience

This posting is for Contingent Worker, not an FTE