Senior Project Coordinator, IT Leadership POD Coordinator Lead

Fresenius Medical Care•Waltham, MA

10h•Hybrid

About The Position

This role offers a unique opportunity to be at the center of IT Leadership operations, directly supporting senior executives and contributing to the strategic effectiveness of the IT organization. The ideal candidate will be a self-starter with exceptional organizational skills, a service-oriented mindset, and the ability to thrive in a dynamic, executive-level environment. This role is Hybrid (3 days in the office). The rate of pay for this position will depend on the successful candidate’s work location and qualifications, including relevant education, work experience, skills, and competencies. Hourly Rate: $30 - $51

Requirements

Bachelor's degree in Business Administration, Communications, or a related field preferred
3-5 years of experience in executive support, calendar management, or administrative operations at a senior level
Demonstrated experience supporting multiple C-suite or senior executives simultaneously
Exceptional executive communication and interpersonal skills with the ability to interact confidently with senior leadership
Superior organizational and time management skills with proven ability to manage competing priorities
Outstanding written and verbal communication skills
High degree of discretion, confidentiality, and professional judgment
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
Strong problem-solving skills with ability to anticipate needs and proactively address issues
Ability to work independently while effectively collaborating with cross-functional teams
Detail-oriented with ability to multitask in a fast-paced, dynamic environment

Nice To Haves

Experience in IT, technology, or pharmaceutical/biotech industry preferred
Knowledge of executive operations frameworks and best practices
Experience with project management tools (e.g., Microsoft Project, Trello, Asana) for tracking and organizing tasks
Familiarity with HR systems (such as Workday) and organizational tools
Experience supporting global teams across multiple time zones
Initiative and proactive approach to identifying opportunities for process improvement
Strong interpersonal skills to build and maintain positive relationships with executives, team members, and external stakeholders
Ability to write clear and concise communications, meeting summaries, and reports

Responsibilities

Serve as Pod Lead for ITLT US executives (SVP Infra & Architecture, SVP Data & AI Solutions, Global Chief Information Security Officer, SVP, ITS Application Solutions), providing primary calendar ownership and coordination
Manage complex, high-volume calendars for multiple senior IT executives, proactively resolving scheduling conflicts and optimizing time allocation
Coordinate executive prioritization and calendar leadership in partnership with Chief of Staff Leads to ensure alignment with strategic goals
Provide backup support to other Pod Leads as needed to ensure continuity of executive operations
Organize leadership meetings (ELT, Operational Reviews, Town Halls) and ensure readiness of all logistics including room reservations, technology setup, and catering
Coordinate scheduling support, travel arrangements, and meeting logistics across ITLT
Partner with Executive Operations – Content & Leadership Forums to ensure meeting materials, pre-reads, and agendas are prepared and distributed on time
Track and follow up on action items and meeting outcomes to ensure accountability
Act as primary owner of calendar execution and meeting organization across the ITLT US pod
Collaborate with the Chief of Staff to CIO to support the overall operating model, governance, and prioritization framework
Partner with all ITS Chief of Staff Leads to translate strategic priorities into actionable calendar and meeting schedules
Support cross-pod coordination with European leadership (Bad Homburg) and satellite support teams as needed
Contribute to continuous improvement of executive operations processes and best practices