Office Operations and Business Coordinator (PT-Full Time)

Job Description

Job Description

Schedule: Initially approximately six hours per day, with flexible start and finish times
Compensation: Up to $30 per hour, depending on qualifications
Growth opportunity: Opportunity to grow into a full-time position based on demonstrated skills, initiative, and performance

About the position

We are seeking a resourceful, organized professional to support a pharmaceutical executive and a small team managing research, development, and business activities.

This position requires someone who can think independently, solve problems, and take ownership of office operations and business coordination. The successful candidate will keep commitments and projects moving, reduce the team’s administrative workload, and maintain continuity while the executive is traveling.

Responsibilities

• Take responsibility for daily office organization and establish practical systems that help the team work efficiently.
• Maintain a current list of tasks, commitments, deadlines, and outstanding items, and follow up until they are completed.
• Coordinate with staff, consultants, vendors, and business contacts to obtain information, resolve routine issues, and keep work progressing.
• Track project milestones, identify delays, and bring forward proposed solutions.
• Organize meetings, prepare agendas, document decisions, and follow through on action items.
• Coordinate calendars, travel arrangements, correspondence, and routine business paperwork.
• Maintain orderly electronic files, contact records, and office supplies.
• Evaluate and introduce software applications that improve project tracking, contact management, document organization, and office workflows.
• Handle routine matters independently within agreed authority and recognize when a decision requires management’s attention.
• Provide concise updates on progress, outstanding issues, and decisions needed.
• Handle confidential business information with discretion.

Required qualifications

• A minimum of a bachelor’s degree; an MBA is preferred.
• Relevant experience in office operations, business coordination, project coordination, or a comparable role.
• Excellent organizational skills, clear written and verbal communication, and reliable follow-through.
• Sound judgment and the ability to prioritize and work independently, including while the executive is traveling.
• A creative, practical approach to solving problems and a strong work ethic.
• High proficiency with Windows PCs and Microsoft applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience organizing shared files through OneDrive or SharePoint.
• Ability to learn, evaluate, and implement new software applications to address business and office challenges.

Experience with project management software, contact databases, workflow automation, and AI-assisted productivity applications is preferred. Pharmaceutical, healthcare, or research experience is helpful but not required.

Schedule and advancement

The position will begin at approximately six hours per day. Start and finish times are flexible and will be coordinated around business needs. Consistent availability, timely communication, and dependable completion of responsibilities are essential.

The role offers an opportunity to become full time and assume greater responsibility as the candidate demonstrates capability and results.