Administrative services supervisor Jobs in Vancouver, WA

Drug Hunter, Inc. | Hybrid | Full-Time

About the Role

Drug Hunter is a B2B scientific intelligence platform for biotech/pharma R&D scientists that empowers them to discover the medicines of the future. We serve most of the top global biotech & pharma companies including Dow 30 and S&P500 companies. We’re a mission-driven, product-focused company backed by top-tier investors and trusted by the world’s leading R&D organizations.

We are seeking an Administrative Coordinator who will serve as a key operational support partner across our team. This role combines administrative coordination, event support, and marketing operations to help ensure projects, communications, and day-to-day business functions run smoothly. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple priorities while supporting a variety of internal initiatives. This is an excellent opportunity for someone who enjoys coordinating logistics, solving problems, and contributing to a fast-paced, mission-driven company serving the global biotech and pharmaceutical industry.

This role will involve cross coverage for the Marketing team for an employee’s temporary leave of absence.

Location: This is a hybrid position with some domestic and international travel may be required (typically 20%).

Requirements

Key Responsibilities

Administrative & Operational Support

• Assist with meeting scheduling across multiple time zones
• Coordinate internal meetings, team check-ins, and company-wide scheduling logistics
• Support day-to-day administrative operations to ensure smooth business functions
• Assist with maintaining organized digital filing systems, records, and internal documentation
• Support onboarding functions for new hires, including IT coordination, equipment setup, account provisioning, and onboarding logistics
• Triage team questions related to IT, account access, and system setup, ensuring requests are resolved or routed appropriately
• Assist with maintaining internal tracking documents, organizational systems, and process documentation

Expense, Travel & Vendor Coordination

• Assist with expense tracking, invoice management, and operational recordkeeping
• Coordinate travel arrangements, accommodations, itineraries, and scheduling logistics for team members and events
• Support vendor coordination, purchasing, and event-related logistics as needed

Digital Events & Webinar Management

• Coordinate end-to-end logistics for webinars, virtual events, and digital programming, including:
• platform setup
• speaker coordination
• attendee communications
• registration management
• pre- and post-event logistics
• Build and manage event registration pages
• Assist with uploading and organizing educational and program-related content, including videos, materials, and assessments
• Work cross-functionally with product and development teams to manage video and event content across hosting platforms
• Execute social media promotion for digital events and program launches

Event Planning & On-Site Coordination

• Support planning and coordination for networking events, company meetings, and team activities
• Coordinate event logistics, including:
• venue coordination
• registration management
• photographer and vendor coordination
• promotional material organization
• attendee communications
• Travel to in-person events (about 1 per month) to support:
• event registration
• attendee check-in
• on-site logistics and event flow
• Assist with tracking and managing event budgets

Marketing & Content Coordination

• Support production and distribution of email newsletters across multiple programs and audience segments
• Schedule and publish social media content across LinkedIn, YouTube, X, Instagram, and Facebook
• Execute content calendars and promotional campaigns with accuracy and consistency
• Create, update, or coordinate promotional graphics and visual assets using Canva or similar tools
• Support collateral preparation, promotional material fulfillment, and campaign execution tasks
• Assist with maintaining marketing platform content, including event and course information

Qualifications & Skills

Qualifications

• College degree required (B.S. in science a plus)
• 3–5 years of relevant administrative experience required
• 1–3 years of experience in a marketing, events, or communications coordinator role; B2B or life sciences experience a plus
• Advanced proficiency with collaboration and productivity tools, including Zoom, Microsoft Office Suite, and Google Workspace preferred
• Proficiency with tools such as Monday, Canva, Vimeo, Typeform, and social scheduling platforms a plus
• Strong organizational skills with the ability to manage multiple projects simultaneously
• Excellent written and verbal communication skills for both internal coordination and external guest/speaker management
• Located near a major international airport, and comfortable with in-person event execution, including travel and on-site logistics (~1x/month on average)
• Experience with budget tracking and vendor coordination
• Self-starter who can work independently and manage deadlines without close supervision

Benefits

Benefits

Drug Hunter provides industry-leading benefits, including the following:

• Competitive salary, variable compensation, and equity
• Broad range of medical, dental, vision, and life insurance plans for employees and their dependents, including generous coverage for a platinum PPO healthcare plan
• Short-term disability and long-term disability insurance
• Cancer and critical illness coverage
• Up to 14 weeks paid parental leave (after 1 yr tenure) and childcare FSA plan
• 401(k) + employer match (3-5%)
• Home office set up stipend for fully remote employees
• Learning and development support
• Generous and flexible vacation and leave policies