Administrative Coordinator

AstraZeneca • Waltham, MA

374d

About The Position

The Administrative Coordinator performs essential administrative duties for members of the function, including Oncology small molecule bioscience and Medicinal chemistry, oncology targeted discovery at Waltham. This is a science-focused research group driving scientific innovation to discover impactful novel medicine to treat cancers. This role involves executive-level contact globally, within a dynamic and complex business environment, handling sensitive and confidential information. The Administrative Coordinator is proactive and collaborative, making valuable contributions by working with other administrators within Oncology R&D to ensure the team can deliver on their priorities.

Requirements

• High School Diploma or equivalent is required with 5+ years of administrative support/personal assistant experience
• Experience working in a fast-paced global environment
• Independent follow-up on action items from meetings
• Ability to format documents for consistent, professional appearance
• Experience with a variety of virtual meeting technologies, information management software, and Microsoft products

Nice To Haves

• Experience working in a pharmaceutical or healthcare environment
• Experience working with project management and using MS Team
• Experience using Excel and other software to manipulate data and run reports
• Experience managing SharePoint sites including creating and managing permission groups, creating new sites, and adding design elements
• Experience working in a global team setting
• Experience leading peer-to-peer training
• Experience in finance is a plus
• A high degree of personal credibility when working with organizations internal and external to AZ

Responsibilities

• Independently and proactively resolve issues and challenges relating to administrative requests
• Provide specialist project-based administrative support when required
• Handle confidential information and maintain the security of senior leader records and files
• Manage calendars, resolve meeting conflicts in a timely manner, and book rooms
• Make travel arrangements including air, hotel, and transfers, adjusting arrangements as schedules change for the leadership team
• Coordinate internal and external meetings so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available
• Access senior leaders' email accounts to schedule their appointments, setup meetings & teleconferences and answer or redirect routine inquiries from internal or external sources
• Manage and support data sharing platforms like MS Teams, BOX, and SharePoint
• Facilitate department communications and potential collaboration partners
• Complete accurate monthly expense reports for timely submission using the internal expenses system, including approving direct reports' expenses following due diligence and in line with corporate guidelines and deadlines
• Prepare and create purchase orders as needed for all payables to vendors, including approvals on behalf of the executive
• Lead the practical arrangements and contribute to the preparations of internal and external meetings
• Maintain accounting records; monitor, review, and approve standard expenditures to ensure that the activities of the office are conducted within established budgets
• Provide onboarding support for new hires
• Plan and schedule own workload so that all activities are completed accurately and on time

What This Job Offers

• Industry: Chemical Manufacturing
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees