Administrative Coordinator

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!

AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.