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Administrative Coordinator

2 months ago

Brockton, Massachusetts, United States Business Executive Coach Full time

Position Overview:

Join a dynamic team at a leading global pharmaceutical organization dedicated to enhancing health outcomes through innovative solutions. Our workforce of 7,000 professionals is united by a shared mission to provide essential care to millions worldwide. We are in search of committed individuals who embody our core values of urgency, unity, and excellence.

Role Expectations:

We are seeking a reliable and respectful individual who consistently prioritizes integrity. The ideal candidate will be imaginative, proactive, and possess a keen ability to identify opportunities. This role requires a perceptive and adaptable individual who is action-oriented, disciplined, and accountable. If you resonate with these values, we invite you to become part of our team and contribute to shaping the future.

Key Responsibilities:

  1. Manage and maintain the calendar of critical activities, ensuring timely reporting and adherence to business deadlines.
  2. Review and process requests for approvals, ensuring compliance with company policies.
  3. Coordinate monthly metrics meetings and follow up on action items.
  4. Receive and log invoices, ensuring prompt distribution to relevant personnel.
  5. Prepare presentations as required, maintaining high standards of quality.
  6. Organize and maintain an efficient filing system, addressing all telephone inquiries.
  7. Facilitate internal and external meetings, ensuring smooth operations.
  8. Document and distribute minutes from team meetings, tracking action items and deadlines.
  9. Uphold confidentiality standards, managing sensitive information with discretion.
  10. Exhibit initiative in supporting leadership and team objectives, identifying areas for assistance.
  11. Communicate progress on tasks promptly, especially when timelines are at risk.
  12. Perform consistent administrative tasks, including supply ordering and document management.
  13. Maintain access to key contracts and documentation for the team.

Qualifications:

  • High school diploma required; bachelor’s degree preferred.
  • Minimum of 3 years of experience supporting senior-level executives.
  • Proficient in managing sensitive information with confidentiality.
  • Strong multitasking abilities across various projects.
  • Excellent verbal and written communication skills.
  • Ability to manage expectations and meet deadlines, with flexibility to work beyond standard hours.
  • Willingness to maintain communication outside of regular hours as necessary.
  • Experience coordinating meetings and travel for stakeholders.
  • Proficient in Microsoft Office Suite and other relevant software.
  • Ability to lift up to 10 lbs. as needed.

This role is an exciting opportunity to support a highly dynamic and global team, requiring flexibility and an understanding of global considerations across various time zones.