Administrative Coordinator

AstraZeneca • Boston, MA

8d • Onsite

About The Position

Performs variety of administrative activities in support of Senior Leader(s) and functional areas. Maintains and modifies Senior Leaders schedule. Manages travel and meeting logistics. Gathers, collects, and track information within the functional area/team. May handle special projects and execute research and data analysis tasks. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Handles details of a highly confidential and critical nature.

Requirements

• The ideal candidate will have a strong work ethic, be professional, organized and detail oriented. This is a team-oriented position that plays an integral role in facilitating processes and procedures and ability to remain confidential is critical. They will also demonstrate the ability to work independently with minimal direction.
• Candidate must possess excellent interpersonal, written and verbal communication skills with a minimum of 5 years of experience using MS Office Suite (MS Word, Excel, PowerPoint and Outlook)
• High School education (required); Associate's Degree preferred
• Technically proficient with common tools used in executing job functions
• Ability to learn and adapt to evolving technologies allowing executives to be productive from any location
• Highly proactive and willing to take initiative
• Ability to maintain confidentiality
• Strong relationship building skills - with peers and administrative teams
• Mature and must remain composed while multi-tasking under pressure
• Ability to prioritize, identify problems and seek solutions

Nice To Haves

• Associate's Degree preferred

Responsibilities

• Scheduling meetings, managing inbox and managing calendars using MS Outlook including the use of meeting technologies such as video conferencing and audio-conferencing tools such as Skype and Zoom.
• Handling day to day administrative responsibilities.
• Preparing complex, ever changing international and domestic travel arrangements; including booking flights, accommodation, car service, arranging meetings and preparation of itineraries
• Managing files and team collaboration sites including managing access lists, directories and basic assistance with the usage of collaboration locations.
• Liaising with senior level executives and their staff to coordinate activities and meetings around the globe
• Handling extremely confidential and proprietary information with utmost discretion
• Acting as gatekeeper, screening phone calls, responding or delegating to insure timely response
• Coordinating both small and large meetings, conference calls and global video conferences including advanced preparation of materials and audio/visual facilities
• Processing invoices and expenses ensuring all are paid on time while adhering to strict compliance guidelines, play a key role in budget tracking
• Willingness to learn and adapt to changing technology. Partnering with information technology on continuous improvement initiatives. Eager to lead the adoption of new technologies and help ensure their successful utilization. Open and manage Purchase Orders in SAP
• Mailing, tracking and documenting confidential documents
• Responsible for filing, copying, scanning and faxing
• Other duties as assigned

Benefits

• qualified retirement programs
• paid time off (i.e., vacation, holiday, and leaves)
• health, dental, and vision coverage in accordance with the terms of the applicable plans

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees