Job Title: Administrative Assistant / Project Coordinator
Location: St. Louis, MO

Position Summary

BioSTL is seeking a proactive, tech-forward, and highly organized Administrative Assistant to provide comprehensive administrative support and coordinate key projects and events for the BioSTL Global department. At BioSTL Global, we strive to elevate St. Louis’ reputation as a global powerhouse in AgriFood and Healthcare by fostering international business connections to convert their cutting-edge innovation into strategic opportunities and value in the St. Louis region.  This position will report to the chief of staff and be a full-time, salaried position. 

This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a mission-driven, fast-paced environment. The successful candidate will play a critical role in ensuring smooth operations, supporting strategic initiatives, and delivering exceptional internal and external event experiences.

Key Responsibilities

Administrative Support

●      Provide high-level administrative support to the department, including scheduling meetings, preparing agendas, and managing correspondence.

●      Maintain calendars, schedule appointments, and coordinate travel logistics.

●      Organize and maintain digital and physical filing systems, maintaining consistency across document repositories.

●      Draft, format, and proofread reports, presentations, and meeting minutes. 

●      Prepare and manage expense reports submitting in a timely manner.

●      Track large volumes of information to maintain current customer records and interface with cross-functional teams.

●      Handle sensitive information with discretion and professionalism.

Project Coordination

●      Assist with the planning, tracking, and execution of key organizational initiatives.

●      Monitor project timelines and deliverables to ensure deadlines are met.

●      Collaborate across departments to gather updates and prepare project status reports.

●      Maintain and update project management tools and documentation.

●      Follow up with internal stakeholders on assigned tasks and deliverables.

●      Identify and resolve or escalate issues.

●      Plan, coordinate, and execute events, including meetings, trainings, retreats, and special events.

●      Manage logistics such as venue booking, catering, audio-visual needs, invitations, and materials preparation.

●      Serve as an on-site point of contact during events to ensure smooth execution.

●     Track attendance, feedback, and budget adherence for events.

Event Coordination

●       Plan, coordinate, and execute external events, including meetings, trainings, retreats, and special events.

●       Manage logistics such as venue booking, catering, audio-visual needs, invitations, and materials preparation.

●       Serve as on-site point of contact during events to ensure smooth execution.

●       Track attendance, feedback, and budget adherence for events.

●       Collaborate with marketing and communications teams to ensure event materials align with BioSTL branding.

Communication & Collaboration

●      Act as a liaison between departments and external partners as needed.

●      Contribute to a positive team environment by supporting shared goals and initiatives.

●    Represent BioSTL with professionalism in both internal and external interactions.

Qualifications

●      Associate’s or Bachelor’s degree preferred, or equivalent work experience.

●      Minimum 3 years of experience in administrative support, project coordination, or event planning.

●      Strong organizational and time management skills with the ability to prioritize and multitask.

●      Excellent written and verbal communication skills.

●      Orientation to applying technology for efficiency and scale of work.  Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management (e.g., Asana, Trello) and CRM (AirTable) tools is preferred. Familiarity with contracts / AP / AR processes.

●      Ability to navigate work with partners across time zones and with a globally-focused mindset. 

●      High attention to detail and ability to work independently. 

●      Culture of accountability (see it, own it, do it) and excellence.

●      Experience in nonprofit or mission-driven environments is a plus.

Working Conditions

●      This position is primarily on-site at BioSTL’s headquarters in St. Louis, with occasional local travel required for off-site events.

●      Must be able to occasionally lift up to 25 pounds for event or office setup.

About BioSTL

BioSTL is a nonprofit innovation hub dedicated to advancing St. Louis’ life sciences and innovation ecosystem. Through collaborative partnerships, inclusive economic development, and entrepreneurial support, BioSTL builds a stronger, more equitable future for our region.