US AstraZeneca offices will be closed from December 25th to January 1st, re-opening January 2nd. We encourage you to apply to jobs of interest and we will review applications upon our return.
Senior Executive Coordinator
This is what you will do:
Performs variety of administrative activities in support of Senior Leader(s) and functional areas. Maintains and modifies Senior Leaders schedule. Manages travel and meeting logistics. Gathers, collects, and track information within the functional area/team. May handle special projects and execute research and data analysis tasks. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Handles details of a highly confidential and critical nature.
You will be responsible for:
- Schedule meetings, manage inbox and manage calendars using MS Outlook including the use of meeting technologies such as video conferencing and audio-conferencing tools such as Skype and Zoom. Handle day to day administrative responsibilities.
- Preparation of complex, ever-changing international and domestic travel arrangements; including: booking flights, accommodation, car service, arranging meetings and preparation of itineraries
- Ability to manage files and team collaboration sites including managing access lists, directories, and basic assistance with the usage of collaboration locations.
- Liaise with senior level executives and their staff to coordinate activities and meetings around the globe.
- Ability to handle extremely confidential and proprietary information with utmost discretion.
- Act as gatekeeper, screening phone calls, responding or delegating to insure timely response.
- Coordinate both small and large meetings, conference calls and global video conferences including advanced preparation of materials and audio/visual facilities.
- Process invoices and expenses ensuring all are paid on time while adhering to strict compliance guidelines, play a key role in budget tracking.
- Willingness to learn and adapt to changing technology. Partners with information technology on continuous improvement initiatives. Eager to lead the adoption of new technologies and help ensure their successful utilization. Open and manage Purchase Orders in SAP
- Mailing, tracking, and documenting confidential documents.
- Responsible for filing, copying, scanning, and faxing.
- Other duties as assigned.
You will need to have:
- High School Diploma and 5 years relevant experience.
- The ideal candidate will have a strong work ethic, be professional, organized and detail oriented. This is a team-oriented position that plays an integral role in facilitating processes and procedures and ability to remain confidential is critical. They will also demonstrate the ability to work independently with minimal direction.
- Candidate must possess excellent interpersonal, written, and verbal communication skills with a minimum of 5 years of experience using MS Office Suite (MS Word, Excel, PowerPoint, and Outlook).
- Technically proficient with common tools used in executing job functions.
- Ability to learn and adapt to evolving technologies allowing executives to be productive from any location.
- Highly proactive and willing to take initiative.
- Ability to maintain confidentiality.
- Strong relationship building skills - with peers and Administrative teams.
- Mature and must remain composed while multi-tasking under pressure.
- Ability to prioritize, identify problems and seek solutions.
- The duties of this role are generally conducted in an office environment. As is typical of an office-based role, employees must be able, with or without an accommodation to: use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others; maintain general availability during standard business hours.
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.
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