Position Summary:

The Senior Administrative Assistant and Travel Coordinator for the Company will serve as a trusted partner, providing administrative support to enhance the effectiveness of the Senior Management Team, managing and overseeing employee business travel coordination, and other front office administrative and security tasks. This role requires exceptional organizational skills, discretion, and proactive problem-solving to manage complex schedules, communications, and priorities in a fast-paced, mission-driven environment. The ideal candidate is a seasoned professional with experience supporting senior management and maintaining a secure, efficient, and welcoming front office environment, preferably within biotech, defense, or related industries, and is motivated by the opportunity to contribute to the meaningful mission of BioFire Defense.

Key Responsibilities:

Confidentiality and Discretion: Handle sensitive information with integrity, ensuring confidentiality in all matters related to BioFire Defense's operations.

Travel Management: Manage and process all domestic and international travel for BioFire Defense employees, including accommodations, logistics, and financial reporting.

Front Office Management: Manage front office activities, which include but are not limited to back-up support for Reception, friendly but secure visitor processing, office supplies, food orders, special meetings, and catering.

Senior Management Support: Provide support to key members of the senior management team, ensuring timely follow-through on deliverables and action items as needed. Support may also include monthly credit card reconciliation, special projects, and calendar and schedule management.

Security Projects / Reporting: Manage and oversee time-sensitive and accurate monthly/quarterly security spreadsheets and reporting responsibilities and tasks as needed.

Technology and Process Optimization: Leverage tools (e.g., Microsoft Office, scheduling, and travel software) to streamline workflows and maintain organized records.

Qualifications

(Minimum education and/or training requirements for this position; i.e., high school diploma, college degree, certification.)

Experience:

5+ years of experience as an Administrative Assistant or similar management support roles, ideally in biotech, defense, healthcare, or technology sectors.

Education:

A bachelor's degree is preferred, or an equivalent combination of education and experience.

Skills:

Ability to handle confidential information with discretion and integrity.

Exceptional organizational and time-management skills, with a proven ability to prioritize in a fast-paced environment.

Outstanding verbal and written communication, with a professional but friendly demeanor.

High emotional intelligence, with the ability to build relationships and navigate a complex yet ever-changing environment.

Strong problem-solving and critical-thinking skills, with a proactive and resourceful mindset.

Proficiency in Microsoft Office Suite, scheduling tools, and travel-related platforms; adaptability to new technologies.

Attributes:

Adaptable and resilient, thriving under pressure and managing last-minute changes with composure.

Mission-driven, with an understanding of, or interest in BioFire Defense's biodefense and diagnostic mission.

Detail-oriented, strong integrity and ability to juggle multiple responsibilities and schedules.

BIOFIRE DEFENSE

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Sr. Administrative Assistant & Travel Coordinator