Administrative Coordinator

AstraZeneca•Boston, MA

3d•Onsite

About The Position

This is what you will do: 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. You will be responsible for: 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 Teams. Handling day to day administrative responsibilities. Responsible for ensuring AstraZeneca’s/Alexion AI tools remain adaptable and continuously improved by staying current with emerging AI technologies and integrating ongoing learning into workflows Preparing complex, ever changing 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 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 You will need to have: 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.

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.
Minimum High School education required
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, Outlook, and Copilot)
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
The duties of this role are generally conducted in an office environment. As is typical of an office-based role, employees must be able, with or without an accommodation to: use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others; maintain general availability during standard business hours.

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 Teams.
Handling day to day administrative responsibilities.
Responsible for ensuring AstraZeneca’s/Alexion AI tools remain adaptable and continuously improved by staying current with emerging AI technologies and integrating ongoing learning into workflows
Preparing complex, ever changing 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
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