Administrative Coordinator

Introduction to role

The Administrative Coordinator performs essential administrative duties for members of the function, including Oncology small molecule bioscience and Medicinal chemistry, oncology targeted discovery at Waltham. This is a science-focused research group driving scientific innovation to discover impactful novel medicine to treat cancers. This role involves executive-level contact globally, within a dynamic and complex business environment, handling sensitive and confidential information. The Administrative Coordinator is proactive and collaborative, making valuable contributions by working with other administrators within Oncology R&D to ensure the team can deliver on their priorities.

Accountabilities

Independently and proactively resolve issues and challenges relating to administrative requests

Provide specialist project-based administrative support when required

Handle confidential information and maintain the security of senior leader records and files

Manage calendars, resolve meeting conflicts in a timely manner, and book rooms

Make travel arrangements including air, hotel, and transfers, adjusting arrangements as schedules change for the leadership team. Able to perform unique processes such as obtaining visas or passport duplicates when necessary

Coordinate internal and external meetings so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available

Access senior leaders’ email accounts to schedule their appointments, setup meetings & teleconferences and answer or redirect routine inquiries from internal or external sources.

Manage and support data sharing platforms like MS Teams, BOX, and SharePoint

Facilitate department communications and potential collaboration partners

Complete accurate monthly expense reports for timely submission using the internal expenses system, including approving direct reports’ expenses following due diligence and in line with corporate guidelines and deadlines

Prepare and create purchase orders as needed for all payables to vendors, including approvals on behalf of the executive

Lead the practical arrangements and contribute to the preparations of internal and external meetings

Maintain accounting records; monitor, review, and approve standard expenditures to ensure that the activities of the office are conducted within established budgets

Provide onboarding support for new hires

Plan and schedule own workload so that all activities are completed accurately and on time

Essential Skills/Experience

High School Diploma or equivalent is required with 5+ years of administrative support/personal assistant experience 

Experience working in a fast-paced global environment

Independent follow-up on action items from meetings

Ability to format documents for consistent, professional appearance

Experience with a variety of virtual meeting technologies, information management software, and Microsoft products

Desirable Skills/Experience

Experience working in a pharmaceutical or healthcare environment

Experience working with project management and using MS Team

Experience using Excel and other software to manipulate data and run reports

Experience managing SharePoint sites including creating and managing permission groups, creating new sites, and adding design elements

Experience working in a global team setting

Experience leading peer-to-peer training

Experience in finance is a plus.

A high degree of personal credibility when working with organizations internal and external to AZ

Work with diverse minds united by a shared passion to learn, grow, and discover. Join our unrivaled scientific community that fuses academia and industry. We work seamlessly together, playing to each of our strengths while celebrating successes. Embrace the exposure to build a meaningful career that can impact human health. Internally we are a diverse community with female leaders in 45% of senior roles. Externally we have 475 pre-clinical collaborations in over 26 countries worldwide. Additionally, we have established a collaborative research initiative that brings together seven of the world's foremost oncology medical centers to expedite research in some of the hardest-to-treat cancers.

Ready to make a difference? Apply today!

Date Posted

02-Jan-2025

Closing Date

07-Jan-2025Our mission is to build an inclusive and equitable environment. We want people to feel they belong at AstraZeneca and Alexion, starting with our recruitment process. We welcome and consider applications from all qualified candidates, regardless of characteristics. We offer reasonable adjustments/accommodations to help all candidates to perform at their best. If you have a need for any adjustments/accommodations, please complete the section in the application form.