Administrative Assistant, Oncology

AstraZeneca•Gaithersburg, MD

1d•$67,952 - $101,928

About The Position

The Senior Personal Assistant / Executive Assistant provides high-level administrative and business support to the Vice President and Senior Managers, ensuring the smooth day-to-day management of priorities, communications, meetings, documentation, and stakeholder interactions. The role requires professionalism, discretion, sound judgment, and the ability to manage multiple competing priorities in a dynamic environment. This role acts as a key point of contact for internal and external stakeholders, handles escalated or complex administrative matters, and supports broader departmental and project-based activities. The role also contributes to process efficiency, provides guidance to less experienced administrative staff, and ensures activities are completed accurately, professionally, and on time.

Requirements

Bachelor’s degree or equivalent experience.
4+ years of prior experience as a Personal Assistant, Executive Assistant, or in a similar administrative support role.
Strong ability to follow established processes and procedures with a high degree of accuracy.
Good verbal and written communication skills.
Specialist knowledge of administrative and business support activities within the relevant area.
Competence in the use of relevant office equipment, tools, and systems.
Experience working with a wide variety of software and systems, including word processing, spreadsheet, presentation, and publishing tools.
Comprehensive understanding of the local organization and business processes, including interfaces with other relevant processes and information systems.
Ability to perform mathematical calculations and other administrative activities relevant to the role.
Proven ability to design, organize, and maintain efficient systems for personal and team use.
Excellent customer service and stakeholder management skills.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
High level of discretion, confidentiality, and independent judgment.
Professional approach when dealing with senior stakeholders and sensitive information.
Strong proofreading, formatting, and document preparation skills in both local language and English, where required.

Nice To Haves

Relevant vocational qualifications or equivalent professional experience.
Team management or informal people leadership skills.
Previous experience supporting Vice Presidents or senior leaders in a multinational environment.
Experience coaching or mentoring less experienced administrative staff.
Experience coordinating international meetings, travel, and cross-border stakeholder interactions.

Responsibilities

Respond on behalf of the Vice President to a broad range of stakeholders, ensuring professionalism, accuracy, and appropriate prioritization of conflicting demands.
Handle complex or escalated inquiries from other Personal Assistants or secretarial staff, using sound judgment and discretion.
Manage Senior Managers’ email accounts, including scheduling appointments and responding to or redirecting routine internal and external inquiries.
Prepare, transcribe, type, format, edit, and proofread a wide range of documents, including correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations.
Produce high-quality documents and materials using word processing, presentation, graphics, spreadsheet, and desktop publishing software.
Deliver administrative tasks and documentation in both the local language and English, as required.
Provide specialized project-based administrative support to departmental and business initiatives.
Coordinate internal and external meetings, events, and conferences, ensuring smooth execution through scheduling, travel coordination, and arrangement of required amenities.
Prepare and distribute documents, presentation materials, and official information releases to relevant stakeholders in a timely manner.
Carry out additional administrative and coordination activities with a high degree of independence, judgment, and confidentiality.
Coach and mentor less experienced secretarial or help desk staff, supporting problem resolution and capability development.
Plan, organize, and prioritize personal workload using available systems and tools to ensure timely and accurate delivery of all activities.
Design, improve, and maintain efficient administrative systems and processes that support both personal effectiveness and team productivity.
Build strong working relationships across the organization to support effective communication, responsiveness, and service delivery.
Ensure a high standard of customer service and support to leaders, colleagues, and stakeholders at all times.