Business Coordinator/Executive Admin - Advanced Recruiting Partners : Job Details

Position Summary

We are launching a mission-driven company focused on transforming rare disease detection. We are dedicated to advancing innovation and collaboration while fostering an inclusive and agile work environment. By centralizing detection efforts, we aim to accelerate answers for alpha-1 rare disease patients.

The Coordinator, Business Administration plays a vital role by providing high-level organizational, operational, and project support to ensure efficient business processes and administrative activities. This position serves as a key coordination point between leadership, staff, and external stakeholders, supporting daily operations, managing project timelines, and ensuring accurate, timely execution of administrative tasks. The ideal candidate is a proactive problem solver with a strong understanding of corporate workflows, stakeholder engagement, and operational excellence.

This role reports directly to the CEO and collaborates closely with leaders and teams in Strategy, Operations, Engagement, Lab, and Call Center functions.

Key Responsibilities

Business Coordination

• Assist with planning, implementing, and monitoring business initiatives, projects, and operational workflows.
• Coordinate cross-departmental communications among Strategy, Operations, Engagement, Lab, and Call Center teams.
• Track project milestones, deliverables, and deadlines; provide regular status updates to management.
• Maintain essential records, reports, and data to support business operations and decision-making.
• Implement and uphold corporate policies, procedures, and compliance standards.
• Support HR and finance functions including onboarding, timesheets, and expense reporting.

Administrative Support

• Provide executive-level administrative assistance such as scheduling, meeting preparation, correspondence, travel coordination, and logistics.
• Organize and maintain physical and digital files ensuring accuracy and accessibility.
• Prepare and format documents, presentations, and executive-level reports.
• Manage office supply inventory, vendor relationships, and procurement processes.
• Coordinate logistics and conduct stakeholder site tours.
• Assist with first-point-of-contact call center coverage.

Project Coordination

• Support project planning through timelines, task lists, and resource requirement development.
• Monitor progress toward objectives, proactively identifying and addressing potential issues.
• Coordinate logistics for meetings, workshops, and events related to business initiatives.
• Facilitate project-related communication and documentation.

Qualifications

• Bachelor's degree in Business Administration, Communications, or related field preferred.
• 2–4 years' experience in administrative coordination, office management, or project support.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• Familiarity with project management platforms (e.g., Asana, Trello, MS Project); PMP or CAPM certification is a plus.
• Experience with office software (Microsoft 365, Google Workspace) and telephony systems (e.g., RingCentral).
• Ability to work independently, manage multiple priorities, and contribute effectively in a collaborative team setting.