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Senior Operations Coordinator

1 week ago

Bothell, Washington, United States Pfizer Belgium Full time
Job Summary
The role of Senior Operations Coordinator will be to provide comprehensive support to the Chief Development Officer. This involves managing complex calendars, coordinating meetings, preparing briefing materials, and arranging travel itineraries.

Main Responsibilities
  • Proactively maintain a detailed calendar, anticipate conflicts, and resolve issues in advance.
  • Coordinate domestic and international travel arrangements, including ground, air, and rail transportation.
  • Prepare and submit expense reports for review and perform reconciliations.
  • Organize teleconferences, videoconferences, and in-person meetings, ensuring all necessary technologies are available and operational.
  • Request and prepare daily briefing materials for meetings in advance.
  • Maintain and replenish office supplies as needed.
  • Manage and update distribution lists, organizational charts, and key meeting documents.
  • Lead logistics and planning of meetings and events, such as leadership team meetings, year-end reviews, and town halls.
  • Serve as a strategic partner to senior leaders, enhancing organizational culture and connectivity, and conducting activities in support of this goal.
  • Proactively and independently organize workflow, expediting tasks and following up when necessary to ensure deadlines are met.

Requirements
  • Bachelor's degree preferred.
  • 10 years of administrative assistant experience preferred.
  • Minimum of 5 years' experience supporting a senior leader preferred.
  • Demonstrated ability to proactively carry out personal or executive assistant functions proficiently.
  • Resourcefulness with proven ability to anticipate needs, prioritize responsibilities, manage multiple priorities with tight timelines.
  • Self-motivated and able to work independently as well as part of a team.
  • Excellent communication and interpersonal skills.
  • Demonstrated strong self-starter, independent, proactive, and self-motivated.
  • Ability to interface with senior management, international colleagues, and external stakeholders while handling confidential information with good judgment.
  • Possess excellent communication skills with an ability to respond professionally in verbal and written communications with all levels of the organization.
  • Extremely detail-oriented, quick learner, and able to work under pressure for extended periods.
  • Proficiency in MS Word, OneNote, MS Teams, Excel, PowerPoint, and Outlook is essential.