Executive Coordinator

BioMarin Pharmaceutical • Novato, CA

2d • Hybrid

About The Position

The Executive Coordinator, (SVP Support) role provides high-impact administrative and operational support to enable effective leadership of a global, cross-functional organization. This role involves managing complex scheduling and communications across functions and time zones, running key operating rhythms, and assisting the SVP’s leadership team in staying aligned on priorities, decisions, and follow-through. The work is varied and often ambiguous, requiring strong judgment, discretion, and the ability to anticipate needs in a fast-paced environment. This position is ideal for an experienced executive coordinator who enjoys operating at the center of a global organization and can work confidently with senior leaders and complex stakeholders.

Requirements

• Strong executive support capability, including complex calendar management for senior leaders in a matrixed organization.
• Excellent written and verbal communication, with confidence interacting at all levels.
• High accountability, urgency, and attention to detail, especially under time pressure.
• Strong judgment and discretion with confidential, proprietary, and potentially regulated information.
• Ability to operate independently, anticipate needs, and manage multiple priorities without close oversight.
• Strong proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• 5–10+ years supporting senior executives, ideally including direct support to SVP or C-suite leaders.
• Experience supporting global teams and coordinating across multiple time zones.
• Experience coordinating complex travel and working with expense tools such as Concur.
• Bachelor’s degree preferred, or equivalent experience.

Nice To Haves

• Experience in biotech, pharma, medical device, or other regulated environments.
• Comfort supporting technical or scientific organizations and working with technical stakeholders.
• Experience managing leadership team operating rhythms (business reviews, planning cycles, governance forums).

Responsibilities

• Own the SVP’s calendar with a focus on strategic time allocation, decision making forums, and stakeholder management.
• Proactively assess meeting purpose, priority, and attendee seniority, then resolve conflicts by rescheduling, consolidating, or declining as appropriate.
• Build and maintain a forward-looking view of critical milestones (e.g., stage gate reviews, governance forums, leadership meetings, external partner touchpoints).
• Coordinate complex meetings (virtual, in person, hybrid) across regions and time zones, including agenda planning, pre-reads, materials distribution, and logistics.
• Support the SVP’s leadership team operating cadence (staff meetings, 1:1s, site and partner reviews, quarterly planning, business reviews).
• Capture decisions and action items when requested, track follow-up, and ensure owners and deadlines are clear.
• Serve as a liaison between the SVP and senior stakeholders across internal and external partners.
• Manage incoming and outgoing communications with appropriate urgency and confidentiality.
• Draft, edit, and format communications and materials, including org updates, meeting summaries, and leadership-ready content.
• Plan and coordinate complex domestic and international travel, including itineraries that account for multi-site schedules and time zone transitions.
• Prepare and submit expense reports in compliance with policy and within required timelines.
• Coordinate IT and equipment requests, access needs, and onboarding logistics for new hires within the organization.
• Maintain distribution lists and shared resources to support team communications.
• Own routine updates to the team’s SharePoint and Microsoft Teams spaces, including document hygiene, key links, leadership materials, and onboarding resources.
• Support compilation and light editing of presentations and meeting materials (PowerPoint, Word, Excel) to a leadership-ready standard.
• Partner with leadership to plan team events, recognition moments, and engagement activities that strengthen connection across a distributed organization (within approved budgets and guidelines).

What This Job Offers

• Job Type: Full-time
• Career Level: Executive