Administrative Coordinator

AstraZeneca•Gaithersburg, MD

11d•Onsite

About The Position

We are seeking an experienced Administrative Coordinator to support one of our key Vice Presidents within Global Respiratory and the Immunology team as part of the Biopharmaceutical Business Unit. The primary responsibility is for performing a variety of secretarial and project-oriented activities such as- complex calendar management, travel arrangements, event planning, vendor engagement and all executive level support activities. Specific accountabilities for budget management is also key.

Requirements

High School Diploma required
5+ years of executive level admin support
Complex global travel and meeting coordination experience required
Demonstrated abilities to influence without authority
Interactions with Senior stakeholders
Strong organizational and time management skills with the ability to multitask
Advanced proficiency in Excel, PowerPoint, and Word, Visio and MS Project

Nice To Haves

Bachelor’s Degree preferred in a relevant field
Large group coordination
Prior experience supporting multiple functional leaders
Ability to interact confidently with executives and employees at all levels
Ability to prioritize time critical assignments
Strong time-management skills

Responsibilities

Respond on behalf of the Vice President to a variety of internal and external stakeholders, ensuring professionalism and effectively managing conflicting priorities.
Handle complex or escalated inquiries from other Personal Assistants and secretarial staff, serving as a subject-matter resource within the administrative team.
Manage senior managers' email accounts, schedule appointments, and respond to or redirect routine inquiries from internal and external sources.
Accurately transcribe, type, format, and proofread a wide range of materials—including correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations—using word processing, presentation, graphics, and spreadsheet software.
Utilize desktop publishing tools to create complex, high-quality documents that support departmental activities and executive communications.
Provide specialized, project-based administrative support as required across multiple initiatives.
Coordinate internal and external meetings and conferences, including scheduling, arranging travel logistics for attendees, and organizing necessary amenities to ensure seamless execution.
Execute additional administrative tasks with autonomy, discretion, and sound business judgment.
Prepare and distribute documents, presentation materials, and official information releases to relevant stakeholders.
Coach and mentor less experienced secretarial and help desk staff, supporting their professional development and helping them resolve issues.
Plan, organize, and schedule personal workload using digital tools to ensure timely and accurate completion of all activities.