Job Title: Administrative Assistant
Location: St. Louis, MO

Position Summary

BioSTL is looking for a detail-oriented and tech-savvy Administrative Assistant to join our Global department. This is a great opportunity for someone who brings strong administrative skills, an ability to adapt to changing priorities, and a passion for supporting mission-driven work. The Administrative Assistant will play a key role in helping our team stay organized, manage projects, and deliver high-quality events and communications.

At BioSTL Global, we work to position St. Louis as a global leader in AgriFood and Healthcare innovation by building international partnerships and creating opportunities that benefit our region. This full-time, hourly role reports to the Chief of Staff and offers a dynamic environment where you can grow your skills and contribute to meaningful work.

Key Responsibilities

Administrative Support

• Assist with scheduling meetings, coordinating calendars, and organizing travel arrangements.
• Prepare meeting materials such as agendas, notes, and presentations.
• Maintain organized digital and physical filing systems.
• Draft and proofread documents including reports and emails.
• Submit expense reports and track departmental spending.
• Keep customer and partner records up to date.
• Handle confidential information with professionalism.

Project & Event Coordination

• Support planning and tracking of department projects and initiatives.
• Help monitor deadlines and follow up with team members to ensure tasks are completed.
• Update project management tools and assist with status reporting.
• Help organize internal and external events such as meetings, trainings, and retreats.
• Coordinate logistics including venue booking, catering, and materials.
• Provide on-site support during events and assist with post-event follow-up.

Communication & Team Collaboration

• Serve as a point of contact for internal teams and external partners.
• Contribute to a collaborative and positive team culture.
• Represent BioSTL professionally in all communications.

Qualifications

• Associate’s or Bachelor’s degree preferred, or equivalent experience.
• Minimum of 1–3 years of experience in administrative support, office coordination, or event planning.
• Strong organizational and time management skills.
• Ability to adapt to changing priorities and navigating ambuguity.
• Clear and professional written and verbal communication.
• Comfortable using technology to improve efficiency; experience with Microsoft Office (Word, Excel, Outlook, PowerPoint) is required.
• Familiarity with tools like Asana, Trello, or AirTable is a plus.
• Ability to work independently and manage multiple tasks.
• Interest in working in a globally-focused, mission-driven environment.
• Prior experience in nonprofit or community-focused organizations is a bonus.

 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.