Administration Coordinator

Title Administration Coordinator
Location: Gaithersburg, MD
Duration: 12 months’
Pay Rate: $33 /hr

Responsible for performing a variety of secretarial, administrative and project-oriented activities in support of their function. Responsible for the effective and efficient day to day management and organization of activities for 2-3 senior leaders from the Global Haematology organisation in a dynamic, fast-paced and exciting area within the AZ US team. Also provide high level support to the broader commercial team, totaling up to 8 team members. Applicant will have good workload management and prioritization, possess effective problem-solving and decision-making skills.

Extension based on business needs and performance.

Hybrid, up to 40% remote.
The ideal person should be confident in working independently and with ambiguity, as well as being a strong team player and able to work in a global environment.

Main Duties and Responsibilities:

• Comprehensive diary management, to ensure that efficiency and time management is maximised - Prioritising and managing complex diary arrangements, giving advance notification of commitments, keeping all updated about changes and ensuring follow-up of actions from meeting minutes in appropriate timescales
• Organises internal and external meetings, room bookings, hospitality etc on behalf of the Leadership Team
• Provides comprehensive support in setting up virtual meetings (Microsoft Teams/Zoom)
• Management of email correspondence as required
• Independently and pro-actively resolve issues and challenges, ensuring delivery of day-to-day administrative activities and programs for the global Haematology organization
• Possesses excellent overall knowledge of customers’ needs and the business and utilizes this knowledge to provide proactive customer support
• Become an expert in company systems and administrative processes
• Ensures personal compliance with all required company policies and processes including time reporting, required training, Workday information, and expense management
• Research travel and accommodation options, agree and organise most effective option and produce detailed travel itineraries
• Facilitate the most effective use of the Executive’s time, ensuring they are aware of diary commitments as well as allocating time to ensure appropriate follows up on actions
• Accuracy in expense submissions
• Raise PO’s and contracts as required

Essential for the role:

• Experiencein a senior administrative role or supporting senior leaders
• Strong organizational skills
• Strong verbal and written communication - ability to communicate clearly and effectively with senior leaders and external partners
• Demonstrated ability to effectively work in a global environment and able to prioritize time sensitive assignments
• Proven ability to work autonomously, and at the same time, collaborate effectively with other members of the administrative support team
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, Project and Outlook, and ideally Concur Travel and Expense system.
• Flexible to adapt to ever-changing needs and deadlines
• Able to effectively multitask in a dynamic environment while maintaining confidentiality and discretion
• Able to demonstrate tact, persuasion and/or negotiation
• A curious mindset who thrives in a fast pace environment
• Ability to adapt and work collaboratively with different levels of need and seniority

Job Type: Full-time

Pay: $30.00 - $33.00 per hour

Expected hours: 40 per week

Schedule:

• Day shift

Application Question(s):

• Do you have experience with Workday and concur

Work Location: In person