Sr. Administrative Coordinator

Aston Carter•Hazelwood, MO

4d•$25 - $35•Onsite

About The Position

The Administrative Coordinator provides comprehensive administrative support to the Device Manufacturing Site, engaging with all levels of management across the organization. This role oversees and manages key administrative processes and functions while providing direct support to Site Leadership. Core responsibilities include coordinating logistics such as calendar management, scheduling appointments and meetings, preparing meeting materials, arranging travel through the company system, and creating and submitting expense reports. The position also contributes to project support and ensures the seamless execution of day-to-day administrative operations.

Requirements

Comprehensive administrative and organizational skills including thorough knowledge of standard office procedures.
Demonstrated ability to handle confidential information with discretion and maintain a consistently professional demeanor.
Proficiency in IT systems, including teleconferencing platforms, to support daily operations.
Comprehensive proficiency in the Microsoft Office Suite.
Fluency in written and spoken English ensuring clarity and professionalism in all interactions.
Strong communication and interpersonal skills.
Ability to prioritize and manage multiple tasks efficiently, meeting deadlines with minimal supervision and thorough follow-up.
BS/BA in a relevant subject area or equivalent business/administrative experience.
10 years' experience in a similar role with demonstrated ability to support a department at Director or higher level.

Nice To Haves

Working knowledge of SharePoint and Visio is an advantage.
Resourceful and proactive approach in resolving issues as they arise.
Flexible work ethic and a commitment to excellence.
Professional, positive, energetic, and approachable presence in all external and internal engagements.
Experience in pharmaceutical, medical, or related industries is preferred.

Responsibilities

Coordinate meetings for Site Leadership, including RTB and Global Internal Manufacturing Leadership Meetings, and facilitate ad hoc requests.
Support the hiring of new personnel, including setting up interviews, IT setup, site orientation, and workspace needs.
Manage and maintain the SharePoint site for Internal Global Manufacturing, and other key communication channels and distribution lists.
Perform general office administration, including handling post, couriers, stationery, vendor management, and distributing incoming and outgoing mail.
Welcome visitors to the office in a polite and professional manner.
Manage and control supply stocks and budget.
Book and organize meeting rooms and catering for on-site meetings.
Provide support to Site Leadership with travel and expense management using the Concur platform.
Reconcile monthly P-Card statements.
Facilitate, book, and schedule site-wide training initiatives and maintain records of attendance.
Create and manage surveys using Survey Monkey or Microsoft Forms.
Coordinate furniture and equipment orders and manage online portal requests for remote workers.
Work with Facilities to manage and coordinate support requests.
Provide administrative support to other functions as required.
Collaborate closely with the Site Leadership team on events and activities as they arise.
Serve as a Coordinating Leader for company initiatives such as CSR, ESG, and the Social Committee.