Administrative Coordinator IV
2 weeks ago
- The organization is dedicated to discovering and delivering therapies that enhance the quality of life for patients facing serious health challenges globally.
- As an Administrative Coordinator, you will provide essential support to the Executive Director of Global Medical Writing.
- Your role will also involve assisting other administrative personnel within Regulatory Affairs to promote effective communication and streamline workflows.
- Oversee the Executive Director's calendar and daily agenda, proactively resolving scheduling conflicts and ensuring logistical feasibility for meetings.
- Manage the team’s email inbox, filtering communications and addressing urgent matters as necessary.
- Handle expense reports for the Executive Director in a timely manner.
- Facilitate meeting logistics for the Medical Writing leadership team, including offsite events and team engagement activities.
- Assist with travel arrangements for the Executive Director as required.
- Maintain proactive communication with team members regarding updates and changes.
- Administer organizational charts, distribution lists, and communication platforms, ensuring accurate contact information for effective collaboration.
- Coordinate logistics for both in-person and virtual meetings, including technology setup and catering arrangements.
- Prepare meeting agendas and follow up on action items, ensuring all participants are informed of outcomes.
- Organize and manage pre-meeting requirements and timelines, documenting minutes and tracking action items.
- Participate in larger projects as needed, collaborating with other administrative professionals to ensure coverage during absences.
- We value diverse backgrounds and experiences. Below are the qualifications we seek for this position.
- High School diploma with five years of relevant experience, or
- Associate degree with two years of relevant experience, or
- Bachelor's degree.
- Experience working across different time zones and in fast-paced environments.
- Ability to build a strong network of stakeholders for effective coordination.
- Professional demeanor with a commitment to high-quality work.
- Strong organizational skills and ability to prioritize tasks effectively.
- Resilience in navigating ambiguous situations.
- Proactive and accountable approach to responsibilities.
- Excellent verbal and written communication abilities.
- Strong interpersonal skills and experience working with diverse teams.
- Proficient in MS Office 365, including Outlook, Excel, PowerPoint, Word, and Teams.
- Familiarity with remote communication tools such as Zoom.
- Understanding of administrative policies and procedures.
- 4 to 5 years of relevant experience required.
- Proficiency in MS Office 365, particularly Outlook.
- Experience with scheduling interviews and onboarding processes.
- Expertise in coordinating meetings, including hosting virtual meetings and managing logistics.
- Regular updates of organizational charts and assisting with presentation materials.
- Experience in taking meeting minutes.
- Ability to gather agendas for meetings.
- Maintenance of team communication channels.
- Unique Selling Point: A collaborative team environment with engaging projects.
- Poor communication skills, both written and verbal.
- Inability to work collaboratively within a team.
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