Senior Administrative Coordinator

Regeneron Pharmaceuticals • Sleepy Hollow, WY

1d • $34 - $53 • Onsite

About The Position

The Senior Administrative Coordinator is a dynamic role that will support the Vice President of Ophthalmology Medical Affairs. You will provide proficient calendar management, travel and all associated logistics to ensure leaders of Regeneron and associated teams can effectively carry out day to day objectives. Given business need, you will also support team event planning, ordering department supplies, and/or additional clients in a professional, collaborative and efficient manner. This position will require you to be on-site 4 days/week at our Sleepy Hollow, NY location. A typical day may include the following: • Proactively manages calendars using basic understanding of the priorities of those they support. • Ability to anticipate the needs of leaders and teams in order problem solve all related logistics. • Acts as the point person responsible for coordinating logistics of all but not limited to internal/external meetings and seminars. May also be responsible for collaborating with Strategic Sourcing and Procurement to manage and negotiate contracts for off-site meeting/event budgets. • May be responsible for coordination of team buildings, town halls, and completion of agendas and coordinating final slides for distribution. Makes catering recommendations for meetings and events scheduled over meal periods. • Helps to facilitate HCP invoicing for consulting activities, communicates with ENGAGE vendor to provide invoice back up to ensure timely processing of payments. • Develops and maintains dashboards, timelines, status reports and Medical Affairs sponsorship tracker. • Where applicable, assists employees and guests with travel and expense reports, and ordering team lunches. • Demonstrates a thorough understanding of company policies procedures and resources and can advise team members as needed. • Actively manages department contact lists/org charts including creating and maintaining pivot tables, dashboards and reports where applicable. Manages and updates content on department SharePoint sites and/or internal pages ensuring proper permissions and version control. • Responsible for anticipating and coordinating office supplies to maintain budgets. Responsible for submitting requisitions and tracking department purchase order requests and may coordinate broader department expenses. • May act as a point person for all new employees within the department(s), coordination with IT, Facilities, and Procurement. Coordinates with space planning for new hires or other space needs. • Coordinates multiple administrative workflows within the department to streamline increasingly complex processes. Makes recommendations for solutions to issues. • Draft and distribute communications, announcements, and updates as needed. • May assist in preparing presentations, reports, agendas and minutes and monitor follow-up for timely execution of action items. • May be involved with ad-hoc departmental specific projects given business need. • Provides backup support and coverage for other administrative coordinators. This role may be for you if: • Are highly collaborative with strong written and verbal communication skills; ability to interact across all levels of employees and management while maintaining confidentiality. • Can demonstrate working with increased level of independence, judgment, and basic problem-solving skills. • Are a quick learner, can cope with change and ambiguity; can handle risk and uncertainty with composure and shifts gears comfortably. • Build effective relationships up, down, and sideways. Is coachable and open to challenge and development.

Requirements

• Are highly collaborative with strong written and verbal communication skills; ability to interact across all levels of employees and management while maintaining confidentiality.
• Can demonstrate working with increased level of independence, judgment, and basic problem-solving skills.
• Are a quick learner, can cope with change and ambiguity; can handle risk and uncertainty with composure and shifts gears comfortably.
• Build effective relationships up, down, and sideways. Is coachable and open to challenge and development.
• A minimum of an Associates degree is required but Bachelors is preferred.
• 5+ years of administrative experience is required
• Proficient in MS Office, SharePoint, Concur and teleconference systems with the ability to assist with basic troubleshooting.

Nice To Haves

• 2+ years of pharma/biotech industry experience desirable.

Responsibilities

• Proactively manages calendars using basic understanding of the priorities of those they support.
• Ability to anticipate the needs of leaders and teams in order problem solve all related logistics.
• Acts as the point person responsible for coordinating logistics of all but not limited to internal/external meetings and seminars.
• May also be responsible for collaborating with Strategic Sourcing and Procurement to manage and negotiate contracts for off-site meeting/event budgets.
• May be responsible for coordination of team buildings, town halls, and completion of agendas and coordinating final slides for distribution.
• Makes catering recommendations for meetings and events scheduled over meal periods.
• Helps to facilitate HCP invoicing for consulting activities, communicates with ENGAGE vendor to provide invoice back up to ensure timely processing of payments.
• Develops and maintains dashboards, timelines, status reports and Medical Affairs sponsorship tracker.
• Where applicable, assists employees and guests with travel and expense reports, and ordering team lunches.
• Demonstrates a thorough understanding of company policies procedures and resources and can advise team members as needed.
• Actively manages department contact lists/org charts including creating and maintaining pivot tables, dashboards and reports where applicable.
• Manages and updates content on department SharePoint sites and/or internal pages ensuring proper permissions and version control.
• Responsible for anticipating and coordinating office supplies to maintain budgets.
• Responsible for submitting requisitions and tracking department purchase order requests and may coordinate broader department expenses.
• May act as a point person for all new employees within the department(s), coordination with IT, Facilities, and Procurement.
• Coordinates with space planning for new hires or other space needs.
• Coordinates multiple administrative workflows within the department to streamline increasingly complex processes.
• Makes recommendations for solutions to issues.
• Draft and distribute communications, announcements, and updates as needed.
• May assist in preparing presentations, reports, agendas and minutes and monitor follow-up for timely execution of action items.
• May be involved with ad-hoc departmental specific projects given business need.
• Provides backup support and coverage for other administrative coordinators.

Benefits

• We have an inclusive culture that provides comprehensive benefits, which vary by location. In the U.S., benefits may include health and wellness programs (including medical, dental, vision, life, and disability insurance), fitness centers, 401(k) company match, family support benefits, equity awards, annual bonuses, paid time off, and paid leaves (e.g., military and parental leave) for eligible employees at all levels!
• For additional information about Regeneron benefits in the US, please visit https://careers.regeneron.com/en/working-at-regeneron/total-rewards/.
• Please be advised that at Regeneron, we believe we are most successful and work best when we are together.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree