Senior Administrative Coordinator

2 weeks ago

Little Ferry, New Jersey, United States Inclusively Full time
Inclusively is collaborating with a leading pharmaceutical and biotechnology organization to recruit a Senior Administrative Coordinator.

ABOUT INCLUSIVELY:

Inclusively is a digital technology platform dedicated to connecting candidates with disabilities, who may benefit from workplace accommodations, to inclusive employers. This encompasses all disabilities under the ADA, including mental health conditions, chronic illnesses, and neurodivergence.

We encourage applicants with one or more of these conditions to apply; Inclusively does not require disclosure of specific disabilities.


ROLE SUMMARY

The Senior Administrative Coordinator will deliver extensive support by managing a comprehensive array of administrative tasks for the Senior Vice President of Digital Colleague Enablement and Seagen Integration, along with select members of the leadership team.

This role demands the ability to operate independently with remarkable professionalism and meticulous attention to detail, particularly in time-sensitive and high-pressure situations. Collaboration with the department's Chief of Staff will be essential to ensure seamless operations.


KEY RESPONSIBILITIES
  • Oversee complex scheduling and proactively address potential conflicts with diplomacy.
  • Utilize sound judgment to anticipate priorities and potential conflicts, ensuring deadlines are met and leaders are well-prepared.
  • Manage a high volume of emails, facilitating workflow, initiating follow-ups, and prioritizing correspondence.
  • Coordinate and schedule all team meetings, including maintaining regular 1:1s with direct reports and key partners.
  • Prepare meeting agendas in advance and distribute minutes and action items post-meeting.
  • Handle all logistical arrangements for meetings, including room reservations, teleconferencing, videoconferencing, and catering.
  • Independently organize and expedite workflow, ensuring schedules and deadlines are adhered to.
  • Exercise discretion in managing sensitive information and stakeholder communications.
  • Coordinate all travel arrangements for the Senior Vice President, including complex international travel and related logistics.
  • Provide phone screening coverage and manage visitor access.
  • Prepare expense reports and track reimbursements accurately.
  • Collaborate with other business units to provide essential information as needed.
  • Complete a variety of complex routine and non-routine assignments.
  • Order office supplies and IT equipment as necessary.
  • Work closely with other Administrative Partners within the Digital department.

BASIC QUALIFICATIONS
  • High school diploma.
  • 6+ years of administrative experience.
  • 2+ years supporting C-suite executives.
  • Professional, self-motivated, adaptable, and a proven team player.
  • Ability to multitask in a dynamic environment while maintaining a positive attitude and strong work ethic.
  • Exceptional attention to detail, highly organized, and capable of managing multiple priorities with speed and accuracy.
  • Strong sense of integrity; able to maintain confidentiality and handle sensitive information with good judgment.
  • Articulate communication skills; able to interact seamlessly with experienced professionals.
  • Ability to remain composed and professional under pressure.
  • Demonstrated resourcefulness, with the ability to anticipate needs and prioritize responsibilities.
  • Proficient in Microsoft Office Suite, including Outlook, Word, PowerPoint, OneDrive, SharePoint, Excel, and Teams.

PREFERRED QUALIFICATIONS
  • Experience as an executive assistant.

WORK LOCATION ASSIGNMENT:
Must be able to work in an assigned company office 2-3 days per week, or as needed by the business.

COMPENSATION AND BENEFITS:

This position offers a competitive hourly wage, along with eligibility for overtime, weekend, holiday, and other pay premiums based on the work schedule and company policies. We provide comprehensive benefits to support our colleagues in leading healthy lives and navigating life's moments, including a 401(k) plan with company matching contributions, paid time off, and health benefits.

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