Administrative Coordinator, Business Development

Job Title: Administrative Coordinator, Business Development & Community Relations

Location: Long Beach, CA (onsite; Monday - Friday)

About Us:

Founded in 2015, the Food Allergy Institute (FAI) is a cutting-edge research and clinical care center revolutionizing food allergy treatment among the pediatric population. Our Tolerance Induction Program™ is the first of its kind, bringing patients to the point where they can eat whatever they want, whenever they want, without having to worry about any kind of reaction. The success of FAI is built on years of development involving proprietary biomarkers, data analytics and modeling systems which allow unique patient specific therapy to be deployed in the clinic setting and at home safely.

Why Join FAI?

The Food Allergy Institute (FAI) is home to innovative thinkers, problem solvers, and passionate leaders who are transforming the world of food allergy treatment. Our work is life-changing for patients and their families, and every member of our team plays a vital role in supporting our mission.

With over 180 employees, Our diverse team includes Physicians in the specialties of Pediatrics, Pulmonary, Allergy & Immunology, Emergency Medicine, as well as Nurse Practitioners, Physicians Assistants, and a PhD level research team. In the food allergy world, the growth of FAI is unique in reflecting the effectiveness of its treatment approach and the supportive environment fostered by its team of professionals.

At FAI, you'll be part of a team dedicated to making a real impact. We provide access to cutting-edge technology, offer competitive salaries, comprehensive benefits, and endless opportunities for professional development and career growth. Join us in transforming food allergy care and be inspired to make a difference.

Who are we looking for?

We are currently seeking an Administrative Coordinator for our Business Development department to provide high-level administrative, project, and operational support to the Director of Business Development & Community Relations and the broader outreach teams, including the Physician Liaison and Community Alliance & Enrollment departments. This role ensures the smooth execution of departmental initiatives, oversees logistics for events and outreach programs, tracks metrics and performance data, and facilitates cross-functional communication between business development, clinical, and marketing teams.

The ideal candidate is highly organized, detail-oriented, and proactive—capable of managing multiple priorities in a fast-paced environment while maintaining professionalism, accuracy, and confidentiality.

Key Responsibilities

• Serve as the central point of coordination for the Director and department leaders, managing calendars, meeting logistics, and travel arrangements.

• Draft, edit, and distribute correspondence, reports, presentations, and partnership materials on behalf of the Director.

• Maintain department files, CRM data, contracts, and outreach records to ensure data integrity and accessibility.

• Support the onboarding and scheduling of new team members, contractors, and vendors.

• Prepare and process expense reports, invoices, and purchase requests related to outreach and event activities.

• Track departmental projects, ensuring timelines, deliverables, and goals are met.

• Maintain dashboards and performance tracking systems for referral growth, partnership engagement, and community outreach metrics.

• Collect, compile, and analyze outreach and referral data for monthly and quarterly reporting to leadership.

• Support the creation of strategic decks, outreach summaries, and proposals for leadership and external partners.

• Coordinate logistics for physician engagement events, community outreach initiatives, educational sessions, and partnership meetings.

• Manage event calendars, registrations, invitations, and communication with internal and external stakeholders.

• Ensure marketing materials, promotional items, and supplies are prepared and distributed for all events.

• Collaborate with marketing and operations teams to align event planning with brand standards and strategic goals.

• Schedule and record team meetings, maintain agendas, and follow up on action items.

• Support consistent communication across regional outreach teams, ensuring alignment in messaging, goals, and execution.

• Assist in developing internal newsletters or department updates highlighting progress, initiatives, and upcoming events.

• Other duties as assigned.

Qualifications

• Education: Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Marketing, or related field preferred.

• Experience: 3 years of administrative, project coordination, or departmental support experience, preferably within healthcare, marketing, or business development settings.

• Strong organizational and multitasking skills with exceptional attention to detail.

• Excellent written and verbal communication skills.

• Proficient in Google Workspace (Docs, Sheets, Slides, Drive), CRM platforms (HubSpot, Salesforce, etc.), and event management tools.

• Experience coordinating multi-site or field-based teams preferred.

• Demonstrated ability to manage sensitive information with discretion.

• Collaborative team player with the ability to adapt to shifting priorities and deadlines.

Employee Benefits

We offer a comprehensive benefits package, including competitive salary, 401(k) with employer match, medical, dental, and vision insurance, generous paid time off, company-paid holidays, and sponsored employee events. We are also committed to your professional development with individualized training and career growth opportunities.

Physical requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is required to walk between multiple office locations that include the use of stairs (elevator is only available in some instances).

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Direct reports:
N/A

The company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The company is committed to providing reasonable accommodation for qualified applicants, and employees with disabilities to ensure they enjoy equal access to all employment opportunities and benefits of employment as required by the Americans with Disabilities Act.