Administrative Assistant - Facilities

Overview

Texas Biomed is seeking a highly organized and proactive Administrative Assistant to support the senior leadership of the Facilities team. This role is critical to keeping leadership focused on strategic priorities by managing day-to-day administrative responsibilities, anticipating needs, and ensuring smooth operations across the team.

The ideal candidate thrives in a fast-paced environment, exercises sound judgment, and takes pride in easing the administrative burden for senior leaders through exceptional organization and attention to detail.

• Provide comprehensive administrative support to three Directors and the VP, including calendar management, scheduling, and meeting coordination
• Proactively manage competing priorities to ensure leaders’ time is used effectively
• Prepare agendas, presentations, reports, and other materials as needed
• Coordinate meetings, including logistics, room bookings, virtual setup, visitor management, and follow-up actions
• Handle correspondence, email management, and document organization
• Process expense reports, invoices, purchase requisitions, and IT work orders
• Maintain confidential and sensitive information with discretion
• Identify opportunities to streamline administrative processes and improve efficiency

• Requires a high school diploma or GED, Associate’s Degree or Bachelor’s Degree preferred
• Proven experience as an Administrative Assistant or Executive Assistant supporting senior leadership
• Strong organizational and time-management skills with the ability to manage shifting priorities
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and reliability
• Proficiency in Microsoft Office and Dropbox
• Ability to work independently and anticipate leadership needs
• Familiarity with expense management and scheduling tools
• Experience in a fast-paced organization

Join our incredible mission to pave the way for a world free from the fear of infectious disease!

Texas Biomedical Research Institute is pioneering and sharing scientific research to protect you, your families, and our global community from the threat of infectious diseases. Our scientific discoveries create breakthroughs in medical research to provide better overall global health.

Texas Biomed is the only independent, nonprofit infectious disease research institute in the U.S. to combine:

• The highest-level biocontainment labs for infectious disease and biodefense research
• A federally-designated National Primate Research Center
• More than 80 years of discoveries advancing diagnostics, vaccines and therapies
• An entrepreneurial culture and specialized expertise in regulated science required for FDA approval

• Recognized as one of the San Antonio Business Journal’s Best Places to Work in 2025.
• Awarded the 2024 Healthy Workplace Platinum Recognition by the San Antonio Business Group on Health (SABGH).
• Employee-centered culture focused on open communication, job empowerment, and trust.
• Comprehensive health, dental, vision, and life insurance plans for you and your family (including your pets!).
• Competitive employer-funded retirement plan with 6% contributions starting on day one, increasing with years of service.
• Generous paid time off, including 14 paid holidays and a paid Winter Recess (last week of December until New Year’s).
• On-site medical clinic, wellness incentives, and paid prescription drug resources to support your health.
• On-site gym and wellness programs to help you stay active.

Flexible work arrangements designed to support work-life balance.

• We offer a relaxed dress code so you can feel comfortable and be yourself at work.
• Dynamic learning environment with professional development, mentorship, tuition reimbursement, and leadership programs to help you grow.

We take pride in fostering a culture of respect, opportunity, and unity! Texas Biomedical Research Institute provides equal employment opportunities for all qualified employees and applicants without regard to race, color, sex, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.